All Etiquette Rules

Announce when you’re recording

If audio is being recorded, announce it clearly at the start.

Why it matters: Supports consent and compliance expectations.

Applies to: Host / facilitator, Moderator

Don’t multitask with your mic on

If you must handle something else, mute first.

Why it matters: Prevents keyboard noise and unintended audio sharing.

Applies to: Participant

Prefer headphones in shared spaces

Use headphones when others are nearby or when privacy matters.

Why it matters: Prevents echo and protects confidential information.

Avoid speakerphone in group rooms

If multiple people share one room, use a conference mic or individual headsets—avoid a single laptop mic.

Why it matters: Prevents echo and unclear audio pickup.

Applies to: Host / facilitator, Participant

Avoid interrupting—use a cue

To interject, use a short verbal cue or the raise-hand feature instead of talking over others.

Why it matters: Maintains flow and reduces cross-talk.

Handle interruptions with a quick reset

If someone talks over you, stop, let them finish, then resume calmly.

Why it matters: Keeps the tone professional and avoids escalation.

Mute your microphone when not speaking

Keep your microphone muted unless you’re actively speaking.

Why it matters: Reduces background noise and interruptions.

Applies to: Participant

State your name before speaking in large calls

In large meetings, say your name first before your question or comment.

Why it matters: Helps everyone track who’s speaking, especially with audio-only attendees.

Applies to: Participant, Presenter / speaker

Pause to handle latency

Leave a brief pause after key points to account for lag and translation delays.

Why it matters: Reduces accidental overlap and confusion.

Use concise language when audio-only

When some attendees are audio-only, be extra explicit and concise.

Why it matters: Prevents confusion when visual context is missing.

State retention and access for recordings

If you record, state who will have access and how long it will be kept.

Why it matters: Builds trust and supports compliance.

Applies to: Host / facilitator, Moderator

Use secure sharing for files and notes

Share follow-up files via approved systems with proper permissions.

Why it matters: Prevents data leakage and version confusion.

Applies to: Host / facilitator, Participant

Lock meetings when appropriate

Use waiting rooms, passcodes, and lock the meeting once everyone is in (when appropriate).

Why it matters: Prevents unwanted access and disruptions.

Verify participant identity in sensitive calls

In sensitive meetings, verify who is present and confirm names/roles.

Why it matters: Prevents accidental data disclosure to the wrong person.

Avoid sharing meeting links in public channels

Don’t repost meeting links publicly unless the event is explicitly public.

Why it matters: Reduces risk of unwanted attendees.

Applies to: Host / facilitator, Participant

Be mindful of your physical location

Avoid joining confidential meetings from public places where you can be overheard.

Why it matters: Protects privacy and professional credibility.

Use blurred background when privacy is needed

If your environment is private or distracting, use background blur instead of flashy virtual scenes.

Why it matters: Protects household privacy while staying professional.

Avoid sharing confidential content unintentionally

Ensure only intended content is visible when sharing your screen.

Why it matters: Protects sensitive information and privacy.

Get consent before recording

Ask for consent before recording and explain the purpose and retention.

Why it matters: Supports privacy expectations and legal compliance.

Applies to: Host / facilitator, Moderator

Share only the intended window

When sharing, share a single window/tab—not your entire screen—unless necessary.

Why it matters: Prevents accidental exposure of private content.

Applies to: Presenter / speaker, Sales rep