What are the pros and cons of using headphones vs speakers for web conferencing?

Web conferencing is a convenient and efficient way to communicate with your colleagues, clients, and partners. However, poor audio and video quality can ruin your online meetings and affect your professional image. In this article, we will explore some tips and tricks on how to improve your audio and video quality in online meetings, and discuss the pros and cons of using headphones vs speakers for web conferencing.

1 Choose the right device

The first step to improve your audio and video quality in online meetings is to choose the right device for web conferencing. Depending on your budget, preferences, and needs, you can use a laptop, a tablet, a smartphone, or a dedicated webcam and microphone. Each device has its own advantages and disadvantages, such as screen size, resolution, battery life, portability, and compatibility. You should test your device before the meeting and make sure it works well with the web conferencing platform you are using.

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Dr Naomi Murphy

Clinical & Forensic Psychologist. Supporting people inc athletes at risk of mental health crisis /reduce betrayal and relational trauma - promote compassion and truth / Podcaster & Filmmaker/ TEAM MEMBER SPBESPOKE
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Use the largest device you have access to in the situation. Smaller screens will mean others see less of you and might feel you’re less present. Using a phone might mean you’re constantly having your flick away notifications unless you switch them off which can be very distracting.

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2 Adjust your settings

The second step to improve your audio and video quality in online meetings is to adjust your settings according to the environment and the situation. You should check your internet connection speed and stability, and avoid using public Wi-Fi or mobile data if possible. You should also close any unnecessary applications or tabs that may consume bandwidth or cause interference. You should adjust your camera angle, lighting, and background to ensure a clear and professional view. You should also mute your microphone when you are not speaking and use the chat feature to share files or links.

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Dr Naomi Murphy

Clinical & Forensic Psychologist. Supporting people inc athletes at risk of mental health crisis /reduce betrayal and relational trauma - promote compassion and truth / Podcaster & Filmmaker/ TEAM MEMBER SPBESPOKE
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If you are able to sit in front of a nice natural background (even just a plain wall) that works better than a false room which can be distracting as it flickers each time you move.

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3 Use headphones or speakers

The third step to improve your audio and video quality in online meetings is to decide whether to use headphones or speakers for web conferencing. Both options have their pros and cons, depending on your personal preference, comfort level, and noise level. Headphones can provide better sound quality, privacy, and concentration, but they can also cause ear fatigue, discomfort, or isolation. Speakers can provide more natural and relaxed sound, but they can also cause feedback, echo, or distraction. You should choose the option that suits you best and adjust the volume accordingly.

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Dr Naomi Murphy

Clinical & Forensic Psychologist. Supporting people inc athletes at risk of mental health crisis /reduce betrayal and relational trauma - promote compassion and truth / Podcaster & Filmmaker/ TEAM MEMBER SPBESPOKE
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Headphones result in better quality sound which can mean a better connection. If you’re trying to ensure you convey presence in a meeting this might be the best option. If you’re only attending for feedback, this might be less important. Wearing headphones might also communicate to the meeting host that you take the confidentiality of the meeting seriously if that could be an issue.

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4 Test your audio and video

The fourth step to improve your audio and video quality in online meetings is to test your audio and video before the meeting starts. You should use the web conferencing platform's test feature or join a test meeting to check your sound and video quality. You should also ask for feedback from a friend or a colleague to see how you sound and look from their perspective. You should fix any issues or problems that may affect your audio and video quality, such as background noise, poor lighting, or low resolution.

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Dr Naomi Murphy

Clinical & Forensic Psychologist. Supporting people inc athletes at risk of mental health crisis /reduce betrayal and relational trauma - promote compassion and truth / Podcaster & Filmmaker/ TEAM MEMBER SPBESPOKE
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Most platforms allow you to log in via your browser but if you’re going to be attending regular meetings on that platform downloading the app is more efficient. If you have an important meeting check you can easily access the app earlier in the day to ensure you’re not late due your an update being automatically installed.

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5 Follow the etiquette

The fifth step to improve your audio and video quality in online meetings is to follow the etiquette and best practices for web conferencing. You should dress appropriately, be on time, introduce yourself, and use your real name. You should also be respectful, attentive, and engaged during the meeting, and avoid multitasking, eating, or interrupting. You should also use gestures, facial expressions, and eye contact to convey your message and emotions. You should also thank the participants and end the meeting politely.

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6 Review and improve

The sixth step to improve your audio and video quality in online meetings is to review and improve your performance and skills. You should ask for feedback from the participants or the host of the meeting, and identify your strengths and weaknesses. You should also review the recording or the transcript of the meeting, if available, and see how you can improve your audio and video quality, such as by using a different device, setting, or option. You should also learn from other web conferencing experts and watch their videos or tutorials.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the pros and cons of using headphones vs speakers for web conferencing?

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1 Choose the right device

2 Adjust your settings

3 Use headphones or speakers

4 Test your audio and video

5 Follow the etiquette

6 Review and improve

7 Here’s what else to consider

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