Why a professional background matters in video calls

Video calls have become an essential part of our working lives. Whether you're joining a team meeting, talking with a client or going to a job interview, your background says a lot about your professionalism. In this in-depth article you'll learn how to create a professional background for all your video calls.

Why your background matters

During a video call, participants don't just look at you, but also at what they can see behind you. A messy background can be distracting and give an unprofessional impression. Research shows that people form a judgment about the person they're talking to within a few seconds, and the background plays a bigger role in this than you might think.

First impressions count

Just as you make sure you look well-groomed for an in-person meeting, you should also think about your virtual appearance. A professional background shows that you take your work seriously and pay attention to detail. This can make the difference in client meetings or job interviews.

Creating the ideal physical background

The best background is a real, tidy space. It looks the most natural and professional. Here are the most important tips for creating a good physical background.

Choose a neutral wall

A plain, neutral wall is the safest choice. White, light gray or beige work well as a background. Avoid bright colors or busy patterns that can be distracting. If you don't have a neutral wall, consider painting part of the wall or hanging up a large piece of fabric.

Add subtle elements

A completely empty background can come across as boring or cold. Add a few subtle elements to give it personality without being distracting:

Avoid distracting objects

Make sure there are no distracting or inappropriate objects in view. That means: no laundry baskets, no dirty dishes, no pets wandering through the frame and no personal items you'd rather keep private. Take a quick look at your frame beforehand to check everything that's visible.

Lighting for video calls

Good lighting is at least as important as a tidy background. With the right lighting you look better, and you can even make up for a less than ideal background.

Light from the front

The most important rule is: the light should come from the front, not from behind. So don't sit with your back to the window, because then you become a dark silhouette. Instead, sit facing the window or use artificial light from the front.

A ring light as a solution

A ring light is a popular choice for people working from home. This round lamp gives an even, flattering light that minimizes shadows. Ring lights are available from around 20 euros and make a big difference in the quality of your video image.

Avoid harsh shadows

Direct light sources can cause harsh shadows on your face. Use diffused light, for example by placing a lamp behind a curtain or choosing lamps with a matte shade.

Using virtual backgrounds

If you don't have a suitable physical background, most video calling programs let you use a virtual background.

When to use a virtual background

Virtual backgrounds are handy when your physical surroundings aren't suitable for video calls, when you want to protect your privacy, or when your home is messy at that moment. They offer a quick solution without you having to tidy up or move.

Choosing professional virtual backgrounds

Choose a subtle, professional virtual background. Good options are:

  • A neutral office interior
  • A calm living room with a bookcase
  • A background with soft, blurred colors
  • Your company's house style

Avoid funny backgrounds such as tropical beaches or outer space, unless the setting is truly informal.

Blurring your background

Another option is to blur your background. This is a compromise between a real and a virtual background. Your own surroundings stay visible, but details are blurred. This works well if you have a reasonable background that would just need some tidying up.

Optimizing technical settings

Besides the physical or virtual background, there are technical settings that can improve your video image.

Camera position

Place your camera at eye level. If your laptop is on your desk, you often look down into the camera, which isn't a flattering angle. Use a laptop stand or a stack of books to get the camera to the right height.

Quality settings

Check the video settings in your video calling program. Set the quality to high if your internet connection allows it. Some programs also have settings for lighting and color tone that you can adjust.

Test beforehand

Always test your setup before an important call starts. Most programs have a preview feature that shows you how you look. Take the time to check and adjust everything.

Setting a background in each video calling program

Here's a short guide to setting up virtual backgrounds in the most widely used programs.

Microsoft Teams

In Teams you can change your background before or during a meeting. Click the three dots and choose Background effects. Here you can choose from standard backgrounds, upload your own image or blur your background.

Zoom

In Zoom, go to Settings, then Background & Effects. Here you can select or add virtual backgrounds and also use filters that improve your lighting.

Google Meet

In Google Meet, click the three dots in the bottom right and choose Apply visual effects. You can then choose blur, standard backgrounds or your own uploads.

Practical tips for everyday use

Now that you know how to create a professional background, here are a few more practical tips for everyday use.

Consistency

Try to have a consistent background for all your video calls. This creates recognizability and professionalism. If you use the same virtual background, keep in mind that colleagues and clients will start to recognize it.

Consider the context

Adapt your background to the context of the call. For an informal team meeting it can be a bit more relaxed, while for a client presentation or job interview you pay extra attention to professionalism.

A fallback for unexpected calls

Sometimes you're caught off guard by an unexpected video call. Make sure you always have a fallback ready: know how to quickly blur your background or turn on a virtual background.

Avoiding common mistakes

Finally, here are some common mistakes to avoid when setting up your video call background:

  • Sitting with the light behind you, which makes your face dark
  • A moving background that distracts
  • Overly busy decoration that pulls attention away
  • Virtual backgrounds that work poorly with your camera
  • Reflective surfaces that show unwanted things
  • Pets or family members unexpectedly appearing on screen

Conclusion

A professional background for video calls isn't hard to achieve, but it does require conscious attention. Whether you choose a well-arranged physical background or a virtual solution, the most important thing is that your background doesn't distract from what really matters: the content of your conversation. With the tips in this article, you can make sure you always come across as professional, no matter where you work.

Frequently asked questions

Which virtual background is the most professional?

The most professional virtual backgrounds are neutral office settings, calm living rooms with a bookcase, or simple backgrounds in muted colors. Avoid funny or exotic backgrounds for business calls. Many companies also offer backgrounds in their house style, which can be a good choice.

Why doesn't my virtual background work well?

Virtual backgrounds work best with a plain background and good lighting. If your background is messy or the lighting is poor, the software may have trouble separating you properly from the background. Try to improve your lighting and keep movement in the background to a minimum.

What is the best lighting for video calls?

The best lighting comes from the front, at face height. Natural light from a window works well, or use a ring light. Avoid backlighting (such as a window behind you) and harsh shadows. Diffused, soft light is the most flattering and professional.

How do I keep my background from being distracting during a video call?

Keep your background simple and tidy. Remove distracting objects, moving elements and clutter. Choose neutral colors and add no more than a few subtle decorative elements. You can also use the blur option to make details less visible.

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