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5-Minute Pre-Meeting Checklist for Video Calls

Scrambling to fix camera issues while your boss waits is not the professional impression you want. This checklist covers everything you need to verify before any video call - run through it once, and you'll join confident and prepared.

Tech Check (2 minutes)

Your devices are the foundation. If they fail, nothing else matters.

Camera

  • Camera turns on - Open MeetingReady to verify your camera works
  • Correct camera selected - If you have multiple cameras, confirm the right one is active
  • Image is clear - No blur, smudges, or obstructions on the lens
  • Frame rate is smooth - Choppy video means close other apps or check bandwidth

Microphone

  • Mic is detected - Check that your system sees the microphone
  • Correct mic selected - Especially important with headsets or external mics
  • Input level is good - Speak normally and verify audio registers without clipping
  • Record and playback - Use the audio test to hear how you actually sound

Speakers/Headphones

  • Audio output works - Play a test sound or video
  • Correct output selected - Bluetooth headphones connected? External speakers on?
  • Volume is appropriate - Not so loud it bleeds into your mic, not so quiet you miss questions

Quick fix: If any device isn't working, try unplugging and replugging. Close other apps that might be using the camera or mic. Restart your browser as a last resort.

Environment Check (1 minute)

Your surroundings affect video quality more than your equipment.

Lighting

  • Face is well-lit - Light source in front of you, not behind. A ring light helps
  • No harsh shadows - Diffused light is more flattering
  • Even lighting - Both sides of your face visible
  • Background not overexposed - Close blinds if window creates bright spots

Background

  • Nothing embarrassing visible - Scan for laundry, mess, or personal items
  • No distracting movement - Close doors, turn off TVs
  • Professional enough - Plain wall, bookshelf, or tidy workspace
  • Virtual background working - If using one, check for glitchy edges around you

Audio Environment

  • Quiet location - No nearby conversations, appliances, or street noise
  • Notifications silenced - Phone on silent, desktop notifications off
  • Doors closed - Reduces echo and background interruptions
  • Pets and people managed - Let housemates know you're on a call
  • Good audio input - Consider a USB headset for clearer sound

Personal Check (1 minute)

How you appear on camera matters.

Appearance

  • Camera-appropriate clothing - What you'd wear if meeting in person
  • Hair/face presentable - Quick mirror check
  • Nothing distracting - Shiny jewelry, busy patterns can pull focus
  • Background items considered - Anything behind you reflects on you

Framing

  • Eye-level camera angle - Stack books under laptop or use a dedicated webcam
  • Head and shoulders in frame - Not too close, not too far
  • Centered positioning - Or slightly off-center (rule of thirds)
  • Some headroom - Don't crop at the forehead

Software Check (30 seconds)

Last-minute software surprises derail more meetings than hardware failures.

Updates and Settings

  • No pending updates - Don't let a restart prompt interrupt your call
  • Meeting app is open - Launch it before the meeting starts
  • Correct meeting link - Double-check you have the right one
  • Settings configured - Verify video/audio settings in the app itself

Screen Share Readiness

  • Desktop is tidy - Close unnecessary windows and tabs
  • Sensitive info hidden - Personal emails, messages, other browser tabs
  • Relevant documents open - Anything you'll need to share
  • Know how to share - Practice if you're new to the platform

Mental Prep (30 seconds)

Technical readiness isn't everything - mental readiness matters too.

Be Ready to Contribute

  • Review the agenda - Know what will be discussed
  • Have your points ready - What do you need to say or ask?
  • Note-taking ready - Pen and paper or notes app open
  • Calendar checked - Confirm meeting duration and any conflicts

Default Behaviors

  • Start muted - Unmute when you speak, mute when you don't
  • Camera on when appropriate - Match the meeting culture
  • Focus mode - Close email, Slack, and other distractions
  • Join 1-2 minutes early - Never be the person everyone waits for

The Compressed Version

Running late? Here's the 60-second minimum:

  1. Tech: Test camera and mic - 20 seconds
  2. Light: Face a window or lamp - 5 seconds
  3. Background: Quick scan for anything embarrassing - 10 seconds
  4. Frame: Eye level, head and shoulders - 10 seconds
  5. Sound: Notifications off, door closed - 10 seconds
  6. Launch: Open meeting app, find link - 5 seconds

Even this abbreviated checklist puts you ahead of colleagues who join calls unprepared. But when you have the full five minutes, use them. The extra preparation shows.

Make It Automatic

The goal isn't to check 30+ items before every call forever. It's to build habits:

  • Create a consistent workspace with good lighting and background
  • Use the same camera and microphone setup each time
  • Establish a pre-call routine that becomes automatic
  • Bookmark MeetingReady for quick tech verification

After a few weeks, most of this becomes unconscious. You'll naturally sit at the right distance, know your lighting is good, and verify your tech without thinking. Until then, this checklist keeps you covered.