Video calls and remote meetings

Choosing a platform

Widely used video conferencing tools include Zoom, Google Meet (part of Google Workspace) and Microsoft Teams. They all handle the basics well. Choose based on:

• What your clients and partners use. Fewer installs and logins mean fewer problems.
• What’s in the software you already pay for. Many office and email packages include video meetings.
• The features you need: waiting rooms, screen sharing, recording, transcription, breakout rooms, webinars, phone dial-in.
• Security and privacy settings, including where recordings are stored.
• The free plan’s limits, such as meeting length or number of participants.

Pick one main platform for your business, learn its settings, and be ready to join others when clients send invitations.

Teams with Microsoft 365. Many small businesses get Microsoft Teams as part of a Microsoft 365 business plan, set up with their business email account. SafeSMB provides an easy way for Australian small businesses to buy and set up Microsoft 365, including Teams. It’s one option among others, so compare it the same way as any provider. See Professional email for your business.

Get your setup right

Sound first. People forgive a grainy picture but not bad audio.

• Use a headset or external microphone, or at least earphones with a microphone.
• Choose a quiet room away from traffic, appliances and echo.
• Mute when you’re not speaking in group calls.

Then light and camera.

• Sit facing a window or lamp, not with light behind you.
• Put the camera at eye level: raise a laptop on a stand or a few books.
• Frame yourself from the chest up, with a tidy or blurred background. Check nothing private is visible behind you.

Then the connection.

• Use a wired connection or sit close to your Wi-Fi router for important calls.
• Close other apps and downloads.
• Have a backup: a phone hotspot or dial-in number.

See Setting up an office for workstation set-up.

Run better meetings

1. Decide if it needs to be a meeting. Some updates work better as a short email or message.
2. Send an agenda with the purpose, the topics and the decisions needed.
3. Keep it short: set a time limit and stick to it.
4. Start on time and open with the purpose.
5. Use the camera for client and team meetings where you can; it builds trust.
6. Share the right screen: share a single window rather than your whole desktop, and close private tabs first.
7. End with actions: who does what, by when. Send a short summary afterwards.

Meetings with clients

• Test the link and your setup a few minutes early.
• Have materials ready: quote, proposal or examples open in a window you can share.
• Treat it like a visit: dress as you would in person and give clients your full attention.
• Follow up the same day with what you discussed and the next step.

Security settings

The Australian Signals Directorate’s web conferencing guidance recommends practical steps, including:

• Send links and passcodes only to the people invited, and don’t post them publicly.
• Use waiting rooms or lobbies and admit people you expect.
• Lock the meeting once everyone has joined, and remove anyone who can’t identify themselves.
• Limit features you don’t need, such as screen sharing by participants, recording or file sharing.
• Be aware of your surroundings: use headphones in shared spaces and keep confidential documents out of view.
• Keep the app updated, and protect your account with multi-factor authentication.

See Cyber security and backups.

Recording, transcripts and AI notes

Many platforms can record, transcribe and summarise meetings with AI.

• Tell everyone first, and say why you’re recording. Rules on recording conversations vary between states and territories, so check them before you record.
• Only record when there’s a reason, such as training or an agreed record of a decision.
• Treat recordings and transcripts as personal information: store them securely, limit access and delete them when they’re no longer needed. Check whether the Privacy Act applies to your business.
• Check AI summaries before relying on them or sending them to anyone; they can miss nuance or get details wrong.

Etiquette in brief

• Join a minute or two early.
• Introduce everyone at the start of group calls.
• Use the chat for links and questions, not side conversations.
• Don’t eat or multitask on camera.
• If your connection drops, rejoin quickly and apologise briefly.

Common questions

What equipment do I need for professional video calls?

A reliable internet connection, a computer or tablet with a decent camera, and above all good sound: a headset or external microphone in a quiet room. Light from a window or lamp in front of you makes a big difference.

How can I make video meetings more secure?

The Australian Signals Directorate’s guidance includes sending links and passcodes separately to the people invited, not posting them publicly, locking meetings once attendees have joined, and turning off screen sharing, recording or file sharing where they aren’t needed.

Do I need permission to record a video call?

Tell everyone before you record or transcribe a call, and say why. Rules on recording conversations vary between states and territories, so check them, and treat recordings and transcripts as personal information to store securely and delete when no longer needed.

How long should a video meeting be?

As short as the purpose allows. Many routine meetings work in 15 to 30 minutes with an agenda. Shorter, focused calls with clear actions at the end beat long ones.