Virtual meetings are a cornerstone of modern communication, especially for remote and hybrid teams. Following proper etiquette ensures that meetings are professional, efficient, and respectful, helping participants stay focused and engaged. Whether you’re hosting or attending, mastering virtual meeting etiquette will leave a positive impression on colleagues and clients alike.
Proper preparation ensures you're ready to contribute effectively.
Do:
- Test Technology: Check your internet connection, microphone, and camera beforehand.
- Familiarize Yourself with the Platform: Know how to mute/unmute, turn your camera on/off, and share your screen (e.g., Zoom, Microsoft Teams, Google Meet).
- Review the Agenda: Understand the purpose of the meeting and any required input from you.
- Set Up Your Environment:
- Choose a quiet, distraction-free location.
- Use a tidy or virtual background if your environment is unsuitable.
Don’t:
- Show up unprepared or unfamiliar with the meeting tools.
- Leave technical issues unresolved until the last minute.
Timeliness shows respect for others’ time.
Do:
- Join the meeting 2–5 minutes early to troubleshoot any last-minute technical issues.
- Let the host know in advance if you’ll be late.
Don’t:
- Arrive late without notice, disrupting the flow of the meeting.
Your presence on video helps create a more personal and engaging meeting experience.
Do:
- Turn on your camera if it’s appropriate for the setting (unless your internet connection is unstable).
- Maintain eye contact by looking at the camera, not the screen.
- Position the camera at eye level for a flattering and professional view.
Don’t:
- Keep your camera off for the entire meeting unless you’ve communicated a valid reason (e.g., poor internet or personal circumstances).
- Let distractions like messy backgrounds or poor lighting affect your appearance.
Background noise can be distracting, so manage your microphone carefully.
Do:
- Mute your microphone when not speaking to avoid accidental noise.
- Unmute only when it’s your turn to speak or when contributing to the discussion.
Don’t:
- Forget to mute your mic while typing, eating, or engaging in other background activities.
- Interrupt others by unmuting prematurely.
Dress as you would for an in-person meeting, based on the context.
Do:
- Wear professional or business casual attire for formal meetings.
- Stick to neutral or solid colors to avoid distractions on camera.
Don’t:
- Show up in overly casual or inappropriate clothing (e.g., pajamas).
Sticking to the meeting agenda ensures that time is used productively.
Do:
- Stay on topic and keep your comments concise.
- Take notes on key points, action items, and deadlines.
- Wait for your turn to speak instead of interrupting others.
Don’t:
- Derail the meeting with unrelated topics.
- Monopolize the conversation—give others a chance to contribute.
Show engagement and respect by paying attention to others.
Do:
- Nod or smile occasionally to show you’re following the discussion.
- Use verbal cues like “That’s a great point” or “I agree” to encourage speakers.
- Ask thoughtful questions or provide relevant input when prompted.
Don’t:
- Multitask during the meeting (e.g., checking emails or texting).
- Appear distracted by staring off-screen or failing to respond when addressed.
Be considerate of how long the meeting runs and how much you speak.
Do:
- Stick to your allotted speaking time.
- Keep answers and updates concise to allow for other participants’ input.
- Help the meeting stay on schedule by addressing only relevant points.
Don’t:
- Drag out the meeting unnecessarily by over-explaining or going off-topic.
Virtual meetings lack some non-verbal cues, so clear communication is key.
Do:
- Speak slowly and clearly, especially if participants are from different linguistic backgrounds.
- Acknowledge others’ points respectfully before presenting your own.
- Use positive language to foster collaboration.
Don’t:
- Interrupt or speak over others—wait for a pause or use the “raise hand” feature.
- Use sarcastic or overly casual language in formal meetings.
Glitches can happen—manage them professionally.
Do:
- Stay calm and let others know you’re troubleshooting.
- Rejoin the meeting promptly if you’re disconnected.
- Have a backup plan (e.g., dial in by phone if the video isn’t working).
Don’t:
- Complain excessively about technical issues—focus on resolving them.
If you're the meeting host, ensure the session is smooth and productive.
Send the agenda at least 24 hours before the meeting, including topics, speakers, and timeframes.
Set Ground Rules:
Clarify expectations for participation, such as muting when not speaking or using the chat for questions.
Start and End on Time:
Respect participants’ schedules by starting and wrapping up promptly.
Engage Participants:
Use features like breakout rooms, polls, or Q&A sessions to encourage interaction.
Summarize Action Items:
Give your full attention to the meeting—avoid multitasking.
Be Respectful:
Wait your turn to speak and avoid dominating the discussion.
Be Prepared:
Not testing your equipment or reviewing the agenda beforehand.
Poor Audio or Video Setup:
Speaking from a noisy or poorly lit environment.
Multitasking:
Appearing distracted by checking emails or looking at your phone.
Interrupting:
Speaking over others or cutting in without raising your hand (if applicable).
Forgetting to Mute:
What to Do:
- Turn off your camera and mute your microphone.
- Send a message in the chat, e.g., “I’ll step away for a moment but will return shortly.”
What to Do:
- Enter quietly, keep your camera off initially, and wait for a natural pause to greet the group.
- Apologize briefly: “Sorry for the delay—thank you for your patience.”
What to Do (as a host):
- Politely redirect the discussion:
- “Thanks for your input, [Name]. Let’s hear from others before we continue.”
Adhering to proper virtual meeting etiquette fosters professionalism, productivity, and respectful collaboration. Whether you're hosting or attending, being prepared, attentive, and respectful will ensure a successful meeting experience for everyone involved. Virtual meetings may lack physical presence, but your behavior can still leave a strong impression.?