Video Conferencing Best Practices: Getting the Most Out of Zoom and Microsoft Teams

Video conferencing tools like Zoom and Microsoft Teams have become essential to how we work, teach, and collaborate. While occasional connectivity problems can happen, many audio, video, freezing, or lag issues are often related to device performance, Wi-Fi quality, or how our systems are configured—not just the network itself.

Below are a few simple best practices that can significantly improve your meeting experience.

Keep Your Device Up-to-Date

One of the most important things you can do is ensure your operating system and conferencing applications are fully updated. Updates often include performance improvements, security fixes, and compatibility enhancements that help Zoom and Teams run more smoothly.

• Install operating system updates regularly 
• Keep Zoom and Teams applications current 
• Restart your computer periodically after updates 

Close Unnecessary Applications and Browser Tabs

Video conferencing uses significant system resources such as memory (RAM), processor power, and internet bandwidth. Running too many applications or having dozens of browser tabs open can impact performance.
Before joining a meeting:

• Close applications you are not actively using 
• Reduce the number of open browser tabs 
• Pause large downloads or streaming services 

A cleaner system often results in smoother audio and video performance.

Check Your Wi-Fi Signal Strength

If you are working remotely, your Wi-Fi connection can greatly impact meeting quality.

For the best experience:

• Work close to your wireless router when possible 
• Avoid high-traffic Wi-Fi areas 
• Limit the number of devices heavily using the network simultaneously 
• Consider a wired connection for important meetings or presentations 

Weak or unstable Wi-Fi can lead to latency, frozen screens, robotic audio, or unexpected disconnects.

VPN Connections May Affect Performance

Many people automatically connect to the Virtual Private Network (VPN), but video conferencing applications often do not require it.

In some cases, especially when on campus or connected locally, Zoom and Teams may perform better without the VPN enabled because video traffic does not need to route through additional systems.

If you are not actively accessing systems that require VPN:

• Disconnect from VPN before your meeting 
• Test whether performance improves 

Always follow Tufts' guidance regarding VPN usage.

Turn Off Your Camera if Audio Becomes Choppy

If you begin experiencing audio issues during a meeting, turning off your camera can often help immediately.

Video uses considerably more bandwidth than audio. Disabling your camera:

• Reduces network usage 
• Frees up system resources 
• Often improves audio quality and stability 

This is especially helpful when traveling, working remotely, or using weaker internet connections.

Restarting Can Help More Than You Think

If your device has been running for days without a reboot, system performance may degrade over time.

A quick restart before an important meeting can:

• Clear memory usage 
• Close hung background processes 
• Improve overall system responsiveness 

A Better Experience Starts with Small Habits

While not every issue can be prevented, following these simple practices can dramatically improve the reliability and quality of your Zoom and Teams meetings.

A few minutes of preparation before a meeting can help ensure:

• Clearer audio 
• Smoother video 
• Fewer interruptions 
• Better collaboration for everyone involved 

Whether working on campus, remotely, or while traveling, these habits can make video conferencing more productive and less frustrating for everyone.

If you need support with Zoom or MS Teams for video conferencing, please reach out to the TTS Service Desk by emailing it@tufts.edu or calling 617-627-3376.