If you’re running or supporting big company meetings, you know the pain: audio cutting out, video freezing, someone panicking because nobody can hear them. Zoom makes remote work possible, but once you throw 100+ people into a call, things can go sideways fast. This guide is for IT pros, meeting hosts, and anyone who has to make sure these meetings actually work — without wasting half the call on “Can you hear me now?”
Let’s cut through the noise and fix the stuff that actually breaks.
1. Start with the Basics: User Devices and Environment
Most Zoom issues aren’t about the app — they’re about the gear people use to join. Before you even open Zoom, make sure everyone’s set up for success.
Checklist for Attendees
- Use headphones or a headset. Speakers create echo and feedback. Wired is less glitchy than Bluetooth.
- Plug in your laptop. Low battery = throttled performance, which means jerky video and dropped audio.
- Find a stable spot. Wi-Fi in the kitchen or hallway is asking for trouble. If you can, plug in an Ethernet cable.
- Close other apps. Especially anything using the camera or mic (Teams, Skype, Slack, browser tabs with video).
Pro tip: If someone’s always “the problem,” check their device. Cheap mics, overloaded laptops, and spotty Wi-Fi are way more common than app bugs.
2. The Usual Suspects: Audio Issues and Fixes
“I can’t hear them” or “They can’t hear me”
What to check, in order:
- Mute status.
- Yeah, it’s obvious, but people hit mute on their device, in Zoom, or on their headset. Triple-check.
- Audio device selection.
- Go to Zoom’s audio settings and pick the right mic and speaker. Sometimes Zoom picks the wrong one if you plug in a new device.
- Audio permissions.
- On Mac, go to System Settings > Privacy & Security > Microphone and make sure Zoom is allowed.
- On Windows, Settings > Privacy > Microphone.
- Device drivers.
- Outdated drivers (especially after Windows/Mac updates) can break audio. Update them through Device Manager or System Preferences.
- App update.
- Zoom ships audio fixes all the time. Make sure you’re running the latest version.
Don’t waste time: If everything looks right but audio still won’t work, quit Zoom and restart your computer. It solves more issues than you think.
Echoes, Feedback, or Background Noise
- Echo: Somebody’s got both computer and phone audio on, or is using speakers instead of headphones.
- Feedback: Usually happens when two devices in the same room are on the same call. Mute one.
- Background noise: Mute all by default, use “Mute upon entry” in Zoom’s settings, and teach people to use the spacebar to unmute only when needed.
Enterprise pro tip: For really big meetings, use Zoom’s “Mute all” and disable “Allow participants to unmute themselves” unless you’re in Q&A.
3. Video Issues: Freezing, Lag, and “Can’t Start Video”
Video Freezes or Lags
- Weak internet: This is 80% of the problem. If the speaker’s video is bad, it’s almost always their upload speed.
- Network congestion: Too many people on the same Wi-Fi kills Zoom calls. Ask people to kick others off streaming or gaming mid-meeting.
- Hardware: Old laptops and “corporate builds” with heavy security can choke on video. Try lowering the video quality in Zoom settings or turning off HD.
What actually helps:
- Turn off HD video (Settings > Video > uncheck “Enable HD”).
- Ask the user to plug in via Ethernet.
- If sharing video isn’t critical, tell them to turn off their camera to save bandwidth.
“Can’t start video” or “Camera not working”
- Camera access permissions.
- Mac: System Settings > Privacy & Security > Camera.
- Windows: Settings > Privacy > Camera.
- Camera in use by another app.
- Quit Teams, Skype, OBS, or browser tabs using the camera.
- Zoom settings.
- Make sure the right camera is selected in Zoom > Video > Camera.
- Physical slider or cover.
- Check if there’s a camera cover or a physical switch. (Yes, people forget.)
- Update drivers and Zoom client.
- Outdated drivers or old Zoom versions cause detection problems.
Ignore: Fancy “virtual backgrounds” and “video filters” eat up CPU and mess with low-end hardware. Skip them if people have issues.
4. Large Meeting Gotchas: When Problems Multiply
The more people in the meeting, the more likely someone’s setup will break. Here’s what to watch for — and what works.
Common Big-Meeting Failures
- Multiple people in the same room joining separately: Feedback and echo hell. Tell them to huddle around one device or mute all but one mic.
- 100+ participants: Somebody always has a bad connection. Don’t wait — have a backup plan (like a dial-in number or recorded session).
- Breakout rooms: Users get lost or disconnected. Send clear instructions before splitting, and assign co-hosts to help.
- Corporate VPNs: These can throttle or block Zoom traffic. If video/audio is choppy, try having users disconnect from VPN (if policy allows).
Network and Bandwidth Tips
- Test your connection: Zoom has a test meeting (zoom.us/test), but don’t assume it’s foolproof. Real meetings are heavier.
- Bandwidth needs: For group video, Zoom recommends 2-3 Mbps up and down, but more is better. Anything under 1 Mbps, expect issues.
- IT can help: For recurring meetings, set up a wired conference station in the office with good gear. Don’t rely on everyone’s laptops.
Don’t bother: With “AI noise suppression” or “auto-adjust mic” features unless you’ve tested them. They sometimes make things worse, not better.
5. When It’s Not You: Zoom Service Outages and Bugs
Sometimes the problem isn’t on your end. Here’s how to tell:
- Check Zoom’s status page: status.zoom.us
- Widespread reports: If multiple people in different locations have the same problem, it’s probably not your setup.
- Updates break things: If you just updated Zoom and now it’s busted, look for known issues on Zoom’s release notes or Reddit.
What to do: Have a backup plan (like a phone bridge or alternate meeting platform) ready. Don’t count on “it’ll fix itself.”
6. Quick Reference: Fixes That Actually Work
If you’re short on time, these steps solve 90% of problems:
- Restart Zoom and your computer.
- Plug in headphones and connect via Ethernet if possible.
- Double-check the right mic, speaker, and camera are selected.
- Update Zoom and your device’s drivers.
- Mute anyone not speaking, especially in big meetings.
- Kill other apps using the camera or mic.
Skip the magic fixes: Tweaking obscure settings rarely helps. Focus on basics first.
Keep It Simple and Move Fast
Enterprise meetings don’t need to be tech nightmares. Most Zoom issues come down to hardware, network, or user error — not the app itself. Stick to the basics, have a backup plan, and don’t get lost in the weeds. The faster you troubleshoot, the faster you can get back to the point of the meeting: getting actual work done.