We are two-and-a-half years into the pandemic. While many people are heading back into offices, work-from-home and hybrid arrangements are likely here to stay. Zoom calls, Microsoft Teams, FaceTime, Skype, or your other favourite application of the moment, will continue to be used. The days of in-person meetings, with the high cost and inefficiency of travel, won't come back the same way.
Generally, these changes to the knowledge work landscape are a good thing. But for digital communication to effectively replace in-person meetings, the quality of that communication must be excellent. I'm astounded that at this point in working from home, so many people have not invested in quality communication tools to bring a high level of professionalism to digital communication.
Last week, I was on several Zoom calls for a professional organization to which I belong. The people in the conference are, generally, higher-level professionals who should be working for reasonable salaries and likely have the backing of some of the companies they work for. Most of the participants, and even the facilitators in some cases, had sub-optimal setups. The audio was often laptop speakers and microphones in echoing home offices. The video was often from a laptop camera looking up the nose of the participant. And, without adequate lighting, many people appeared more like grainy silhouettes against light-coloured walls.
As with anything one doesn't like at the moment, I shouted about it on the internet, raising some tips on the latest episode of Stationery Adjacent. My cohost, Stu Lennon, suggested this accompanying blog post to detail my recommendations for how to build a better work-from-home Zoom setup.
Challenge #1: Voice Recording
In fairness, most technologies do a pretty good job of filtering sounds. A laptop microphone picks up all sounds that reach it. It doesn't distinguish between a tap on a keyboard, the echo from your home office wall, or your best presentation voice. All these can reduce the broadcast quality of your sound even before Zoom runs it through its compression filters. Feeds must be compressed to be as presentable as possible without exceeding the bandwidth of the entire internet. Still, if your job is communicating professionally, you don't want to settle for only pretty good, do you?
I have a couple of options that I use. I recommend you test your choices to see which is the best for you and what the nature of the communication is. Perhaps you may want different technologies if you just attend a meeting versus host a presentation.
The optimal setup is an external boom-mounted microphone. I recommend a Cardioid Dynamic microphone. These best capture your voice and sounds close to the microphone but won't capture sounds further away. This means your keyboard and mouse clicks, air-conditioner, or screaming children won't be broadcast. Go for a USB-connected microphone for simplicity and cost. However, I prefer an XLR microphone through an external interface. I can control the input levels and tone and even generate a direct recording of my side of the conversation if needed.
For a simple and excellent quality microphone, I'd recommend the ATR2100x-USB Cardioid Dynamic USB/XLR Microphone by Audio-Technica. It will run about $100. Avoid the inexpensive no-name brands that can be found on Amazon. They aren't worth it.
I recommend pairing the microphone with a boom arm. This allows you to position the microphone to the side of your face, aiming at your mouth. Uncovering your face is essential in open and honest communication, and you don't want to be hiding behind a microphone. Look at "YouTubers" to see how they position their microphones, and you'll get the idea.
I use the PSA1 Professional Studio Boom Arm from RØDE which I mount to the back of my sit/stand desk and move out of the way when not in use. It can be found for around $100 as well. I haven't used it, but Elgato recently released a low-profile boom that may be good if you prefer to keep the microphone out of the camera view. The Wave Mic Arm LP is more expensive, coming in around $150+ but may be a consideration depending on your needs.
Another option would be a headset which combines a microphone with headphones. I've seen good reviews about the Jabra Evolve2 line of headsets., but they can get expensive. I don't use them because I find the sound quality less desirable than a dedicated microphone.
If your setup allows, I recommend a dead-man mute switch. I use an XLR mic with a foot-triggered mute switch. The mic doesn't pick up any sound if I don't press the button. I feel this is safer than an external meeting facilitator controlling the audio in a Zoom meeting. I use MM11 Pro Switchable Mic Mute/Talk Professional Microphone Switch from Rolls Corporation. Still, you should be able to find software options if you use a USB microphone directly to your computer.
Challenge #2: Voice Playback
If laptop microphones are a challenge, laptop speakers are just as bad. Feedback is an issue as your microphone will want to capture the sound coming from the speakers. Most software will filter this out somewhat, but the better sound makes for a more immersive experience.
In my role, I find discretion is paramount when working from home - which means I prefer headphones to listen to audio. I have family around and want to be respectful of them. For headphones, I use the closed-back ATH-M50x Professional monitor headphones. Closed-back stops microphone bleed (which is the mic picking up the sound from the headphones) and these are pretty sound-neutral and comfortable. At $300, they aren't terribly cheap, and I'd suggest that for the average person, you could find less expensive cans at your local electronics store.
As my podcast cohost, Stu Lennon states: I'm a picky editor, so this may not bother some as much. I like to stay away from blue-tooth - as this does create a slight delay between the video and the sound, which I find annoying. It also increases the momentary pause in response, which often leads to cross-talk with multiple people speaking at the same time.
And, while many will disagree, AirPods are terrible for sound quality and delay!
Challenge #3: Video Position
Look at Instagram and you won't see many influencers taking selfies with the camera looking up their noses. In fact, you may get dizzy from the heady angles that many like to shoot from. Business, while much different, can learn a few things. Looking up at a participant is a negative experience. The body language may be intimidating and the view unattractive. Ideally, you would want to be looking at people head-on - much like a face-to-face meeting.
Built-in computer cameras are terrible. Perhaps yours is the exception, but I doubt it. I strongly recommend an external camera to increase the quality of the picture and allow for better focus and centring on you, the subject.
I use the $250 Logitech 4K Pro Magnetic Webcam for Apple Pro Display XDR which magnetically mounts to my expensive Apple monitor. This is the best quality webcam I've used, and I recommend any 4K Logitech options that will fit your computer needs. Logitech also makes good software that allows me to zoom in and out, change focus points, and white balance to compensate for my room light if needed.
Before this webcam, I was using the rear camera of my iPhone with an app called Reincubate Camo - Use your phone as a pro webcam, free. This gave me a wide range of software options, similar to the Logitech software. And we all know those iPhone cameras are excellent.
Place your camera above your monitor and the Zoom window directly under the camera to increase your audience engagement, as you will be looking more closely into the camera.
Challenge #4: Room Dynamics
If you've ever seen a dark silhouette against a light-coloured wall, you've seen some of the lighting problems that come from Zoom calls at home. Many people have desks tucked against a wall which doesn't allow for much natural light. I recommend an external light source behind your monitor to give your face and eyes key lights. An added bonus is that your camera will be better able to focus on your face and avoid hunting against background items.
A simple and inexpensive ring light from Amazon would do the job, but I like my Key Light by Elgato. At around $300, it isn't cheap, but it has a ton of control and doesn't add any heat to my office. The significant light surface adds a soft light which is excellent as I don't want to accentuate my shaved head with bright reflections. Additionally, I can control all of the settings from my Stream Deck from Elgato, which means I don't have to get up and mess with power cords. I've got this mounted to my sit/stand desk and can use it for standing or sitting conferences.
One last thing I'd like to mention about your room - check what is shown in the video. I recently reorganized my desk and office to give me a better view of the mountains. My monitor blocked my view if I sat straight, so now I'm at an angle. This means that some of the collectable comic art that I have displayed is shown in the camera. I'm mindful of this when dealing with professional calls, and I move these pieces of art out of the way of the camera when needed.
Conclusion
Work-from-home is here to stay, even if just in a hybrid manner, as long as it works effectively. Clear, professional communication is essential. Use Zoom wisely, but use it well.
The quality of your presentations will go a long way to helping you use video conferencing well. It will benefit family meetings, friends, and any personal video conferences that you participate in. And it may encourage those you communicate with to up their game. Many organizations don't invest in excellent tools. Still, there is a place for those who can afford it to make small investments in their work-from-home setups.
Please drop me a line below and let me know if this is helpful.