Quick answer
Place the camera at eye level about 1.5 to 2 meters from where you sit, the microphone closer to speakers than to the speakers, and the speakers so that sound does not enter the microphone. Provide even light in front of faces, a wired network and one spare device that has been tested in advance.
How to recognize the problem
- Participants see you from below or above, with a dark face and a cut-off head
- Sound is quiet or "hollow" when several people in the room speak
- Echo appears as soon as sound is turned on through the speakers
- The image lags and occasionally freezes during the meeting
- There are too many cables and no one knows which device is active in the app
Most common causes
Camera at the wrong height and distance
A laptop camera or a low-mounted camera captures the face from below, and when it is too close, the image is cut off. This cannot be fixed with software.
Microphone and speaker on the same plane
When the microphone is close to the speaker, the app picks up its own output and creates echo or feedback. The solution is physical separation, not increasing volume.
Improper lighting
A window or lamp behind the back creates a silhouette, and a single strong side source creates shadows. The camera needs even light in front of the face.
Unstable connection and shared resources
Wi-Fi at a distance and multiple devices on the same network reduce bandwidth. A video meeting requires a stable wired connection where possible.
Wrong device selection in the app
The app still uses the laptop's built-in microphone instead of the external device from the room. Settings are often saved per device, not per account.
Step-by-step fix
- 1
Determine the camera position based on seating
Place the camera at the eye level of the person sitting, at a distance of about 1.5 to 2 meters. The frame should include the head and shoulders, with a little space above the head. If you use a TV or large monitor, place the camera above it or on a tripod, not below.
- 2
Remove the light source from behind
Turn the chair or table so that the window is in front of you, not behind. If that is not possible, lower the blinds and turn on soft light in front of the face, slightly from the side. Avoid direct lamp light into the camera lens.
- 3
Separate the microphone from the speakers
Place the microphone closer to the speakers, and turn the speakers toward the room and away from the microphone. For a room with multiple people, a microphone with a directional or conference pattern is better than a laptop microphone. If echo still occurs, first reduce the speaker volume, then the microphone.
- 4
Choose one primary device and one backup
Decide which camera, microphone and speaker are standard for the room and write it in a visible place. Keep a spare microphone and cable in the room, because failures are most often discovered five minutes before a meeting. Avoid connecting multiple audio devices at the same time.
- 5
Connect equipment with wires where possible
Connect the camera and microphone directly to the computer or via a USB hub with its own power supply. For the network, use a LAN cable instead of Wi-Fi when available. A USB extension cable longer than a few meters can weaken the signal, so avoid it.
- 6
Set up devices in the app and verify selection
In Zoom, open
Settings > AudioandSettings > Video, in TeamsSettings > Devices, and in Meet before the call check the camera and microphone selection in the preview before joining. Make sure an external device is selected, not the built-in one. Also check the same in Windows settings underSystem > Sound. - 7
Do a test recording and a test call
Make a short recording or a test meeting with a colleague and ask them to tell you how they see and hear you. Check if the voice is heard when you sit at the ends of the table and if there is echo. Review the recording on headphones, not on the room speakers.
- 8
Label the equipment and leave instructions in the room
Put a label on each cable and device indicating its role, and leave short instructions with steps for turning on next to the equipment. This shortens preparation time and reduces errors when someone else uses the room.
When equipment still does not meet requirements despite everything
If the image is poor even after adjustment, check whether the camera supports the resolution the app requires and whether the lighting is sufficient for its sensor. For older cameras, manual exposure adjustment in the camera app or manufacturer software helps, if available. For rooms where meetings are held daily, it pays to get a dedicated conference system with a microphone and speaker in one unit, as it solves both echo and room coverage. If meetings are also broadcast via a platform that requires special software, check whether that software is installed on the computer in the room and whether it has permission for the camera and microphone in Windows privacy settings.
How to prevent it
- Arrive in the room 10 minutes before the meeting and do a sound and image test
- Keep a spare microphone and cable in a known place in the room
- Write down the exact name of the selected device in the app and stick it on the table
- Check app and camera driver updates once a month
When to call a professional
If multiple devices need to be connected in the room, room sound reinforcement or a fixed network, or if the problem persists even after replacing cables and devices, contact IT support to check the configuration and network.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
Is it better to use a laptop camera or an external camera in the room?
For a room, an external camera on a tripod or above the monitor is better, because it is placed at eye level and does not move with the table. A laptop camera is a backup solution for shorter meetings and individuals.
How important is lighting compared to camera quality?
It is often more important. Even light in front of the face improves the image even on an average camera, while an expensive camera does not help if the face is in shadow.
How do I know which microphone the app is using?
Open the sound settings in the app and look at the name of the selected device. Compare it with the device name in Windows settings under `System > Sound` and select another if needed.