When you take part in a video conference, you are serving as a brand ambassador. In this guide, we provide tips to help you look professional in front of the camera. You will also learn what to consider when using and creating virtual backgrounds in video conferencing tools. The guide also includes tips and examples for using physical backgrounds. In the download section, you will find useful files to download and use for video conferences.
Creating your own background
Dos and Don’ts
- If you do not use a virtual background, make sure the area behind you is tidy. (Feel free to place a subtle reference to our Brand behind you, such as a small model DHL vehicle or other branded item.)
- Position the camera at about eye level.
- Position yourself about an arm’s length away from the camera.
- Make sure you are facing toward and not away from the light source.
- Keep your camera lens clean.
- Look directly into the camera, not at the screen, as often as possible during the conversation, even if you are not having an active part in the video conference.
- Make sure you have a stable and fast internet connection (minimum upload speed: 5 Mbit/s).
- External microphones such as lapel mics improve sound quality.
- A ring light around the webcam or an external ring light can enhance the lighting of your face.
- External webcams often offer higher resolution than built-in laptop cameras .
- A teleprompter is a practical aid for very important presentations in front of larger audiences.
In many video conferencing tools, such as Zoom and Microsoft Teams, you can set a virtual background to hide the physical space behind you. This allows you to conceal things you don’t want others to see and/or provides an easy way to communicate brand affiliation.
The advantage of virtual backgrounds is that they work without green screen technology. Nearly all the popular online conferencing tools allow you to conveniently upload and use your own image as a background. In principle, any image will work, but we recommend using images from our Media Library or the backgrounds available for download in this guide.
Use an image that fits the camera’s aspect ratio. The standard aspect ratio is 16:9, i.e. 1280 x 720 or 1920 x 1080 pixels.
The best file formats are JPGs and PNGs.
Depending on the platform, your background may appear mirrored on your screen. However, the image is displayed correctly to others.
To make sure, turn off the “mirror video” option in the settings. Otherwise the image will be flipped horizontally.
Creating your own background
When creating your own virtual background, you should keep several things in mind: Choose an image that isn’t tied to a specific format because what others see on their screens may change depending on the number of participants and the related cropping.
A single DPDHL Group logo in a corner on the full-format gradient does not work well as a virtual background because the logo may be cropped out. The platform’s interface elements may also cover the logo. Therefore, we recommend a logo backdrop with a pattern of multiple logos.
When selecting images, make sure that main visuals are not in the center, otherwise they will be obscured by the speaker.
Consider blurring the image. It will calm a busy background and put the focus on you.
Besides pictures, illustrations also make suitable virtual backgrounds. The same rules apply here as for images. The best illustrations are generic with low contrasts with few distractions and no clear focal point.
Dos and Don’ts
Physical backgrounds, such as roll-up banners, offer an alternative to virtual backgrounds. The advantage: physical backgrounds cannot be distorted or pixelated by the real-time display cropping that takes place in a video conference.
Please keep the following in mind when using physical videoconference backgrounds:
- Good lighting is very important. Choose a matt surface to prevent unsightly reflections.
- With optimized illumination, make sure that our brand colors are reproduced almost true to color on the roll-ups in the video image, e.g. Postyellow or DHL Red.
- As with virtual backgrounds, choose an image that isn’t tied to a specific format, such as a logo backdrop, because the entire roll-up banner will not be visible on the screen.
Under downloads below, you will find useful templates that you can adapt to your needs.
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