How to Test Zoom Before Meetings (& Other Virtual Platforms)

Posted by ET Group on November 9, 2023

Key Points

Video conferencing is a vital communication tool for hybrid workspaces, with many organizations depending on platforms like Zoom, Microsoft Teams, and Google Meet for effective collaboration. Conducting pre-meeting checks on this software is the best way to make sure it’s ready for use by your team members and avoid potential disruptions or delays.

In this article, our team at ET Group guides you through the process of testing platforms like Zoom before meetings begin, and shows you what you can do to keep your collaboration tools ready to go between meetings with less effort.

Zoom logo on laptop in hybrid meeting environment.

Why You Need to Test Video Conferencing Platforms Before Meetings

Testing video conferencing platforms prior to meetings is imperative to:

How to Test Zoom Before a Meeting

Zoom is designed for ease of use, but it still has a lot of features and it’s easy to get lost if you don’t know what to focus on. We’ve boiled things down and provided this quick step-by-step guide to adjusting the most important settings—if you’re having trouble in a meeting, this should help you regain control.

Step 1: Update Zoom

Compatibility issues can occur if you’re using an outdated version of your meeting software, so it’s important to know whether you have the latest version of Zoom installed on your device. If you don’t, you can download it from the official Zoom website here.

Step 2: Sign In or Join a Test Meeting

Signing into Zoom and opening up the Preferences menu will bring up a number of different settings menus, including:

You can also join a test meeting by visiting this page and clicking the button marked ‘Join’. You’ll then be guided through a series of prompts that ask you what you can see and hear based on the different options you select.

Audio settings menu in Zoom.

Step 3: Check Audio Settings

When adjusting Zoom’s audio settings, the most important things are to make sure you can hear everyone else and make sure that you can be heard as well. Here’s the easiest way to check:

Video settings menu in Zoom.

Step 4: Check Video Settings

The video settings tab in Zoom is designed to be pretty simple, but there are a few things you’ll want to be aware of. Here are the steps you’ll want to take to make sure you can be seen and see others:

Step 5: Test Screen Sharing & Other Features

Navigating to the Share Screen menu provides you with a list of options that determine how other participants see the content you choose to share during meetings. Choosing the correct settings here is important if you’re using Zoom for real-time collaboration at work. Here are some of the key features you should check:

Testing on Other Video Platforms

Most virtual meeting platforms are designed enough like Zoom that you can follow a pretty similar process to check their essential settings. Here’s a quick checklist for doing it with some other popular meeting tools:

Microsoft Teams

Google Meet

Best Practices for Hardware & Network Settings

Ensuring that your hardware and network settings are properly configured is essential for a smooth video conferencing experience. Here are some best practices to follow:

Team members communicating easily in meeting room with automated room testing to ensure proper settings before meetings.

The Value of Automated Room Testing

It’s important to remember that the above is a broad-strokes overview of how to check the most important settings in Zoom and other virtual meeting platforms. Covering every single option in all of these platforms would take more room than we have time for here—but even testing all of the above before each meeting can be time-consuming and a lot of work for your team members.

Automated room testing solves these problems by checking the settings for all the devices and meeting platforms in your hybrid environment and restoring them to your preferred options between meetings. ET Group can provide this service to save time and effort for you and your team, allowing you to join every meeting with confidence that you’ll be able to communicate and collaborate clearly.

Use the information above to orient yourself with your preferred meeting software and adjust the most important settings—but reach out to our team for help setting up a hybrid environment that’s always ready to support your team when you need it. For more info, check out the FAQ below:

 

Frequently Asked Questions about Testing Zoom

Why can’t others see me on Zoom?

Make sure the box marked “Stop my video when joining a meeting” is unchecked.

Why can’t I see myself on Zoom?

Make sure the “Hide Self View” box is unchecked.

Can I get rid of background noise during Zoom meetings?

Yes—go to Preferences, click Audio, and choose one of the following options under “Background noise suppression”:

Why can’t others hear me in Zoom meetings?

Check the box marked “Automatically join computer audio when joining a meeting” and make sure the box marked “Mute my mic when joining a meeting” is unchecked.


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