All Etiquette Rules
Browse all professional virtual meeting etiquette rules. Use the filters below to find rules relevant to your situation.
Showing all 109 rules
Page 5 of 6Sanitize your desktop and notifications
Before screen sharing, close private messages and disable pop-up notifications.
Why it matters: Protects confidential information and reduces distractions.
Applies to: Presenter / speaker
Don’t paste credentials in chat
Never share passwords, tokens, or sensitive identifiers in meeting chat.
Why it matters: Chat logs can be retained, forwarded, or exported.
Applies to: Host / facilitator, Participant
Handle confidential documents carefully
If sensitive documents appear on screen, confirm who can see them and avoid unnecessary exposure.
Why it matters: Protects privacy and reduces compliance risk.
Use your phone as a backup audio or video device
If your computer setup is unreliable, use your phone for audio or video and your computer for content sharing.
Why it matters: Ensures clear communication even with limited hardware.
Actively manage dominant speakers
Moderate participants who dominate discussions to keep the meeting balanced.
Why it matters: Encourages inclusive participation and keeps meetings on track.
Avoid busy patterns on camera
Avoid stripes and high-contrast patterns that flicker on video.
Why it matters: Improves visual clarity and reduces distraction.
Applies to: Participant, Presenter / speaker
Minimize distracting accessories
Avoid loud jewelry, noisy bracelets, or anything that catches the mic.
Why it matters: Prevents audio and visual distractions.
Applies to: Interview candidate, Participant, Sales rep
Match formality to the meeting type
Dress one level more formal than your everyday baseline for the same audience.
Why it matters: Signals respect and professionalism without being distracting.
Applies to: Interview candidate, Presenter / speaker, Sales rep
Keep food and drink subtle on camera
If it’s acceptable to drink, use a quiet container and avoid eating unless agreed.
Why it matters: Reduces noise and distraction.
Applies to: Participant
Use consistent branding as a host
Hosts should align appearance with the event brand and audience expectations.
Why it matters: Builds credibility and a cohesive experience.
Applies to: Host / facilitator, Presenter / speaker, Sales rep
Keep grooming camera-ready
Do a quick grooming check (hair, face, visible clothing) before joining.
Why it matters: Small details influence first impressions on video.
Applies to: Interview candidate, Sales rep
Avoid strong fragrances in shared rooms
In shared spaces, avoid strong scents that affect others.
Why it matters: Supports accessibility and comfort for scent-sensitive people.
Be mindful of cultural norms
When working across cultures, avoid clothing or symbols that may be offensive or political.
Why it matters: Maintains trust in diverse teams.
Consider accessibility in visuals
Avoid small text on clothing and low-contrast visuals that strain viewers.
Why it matters: Supports accessibility and readability on small screens.
Applies to: Presenter / speaker
Use a professional display name
Set your display name to your real name (and team/company if relevant).
Why it matters: Helps identification and reduces friction in large groups.
Applies to: Participant, Presenter / speaker
Keep your camera view stable
Avoid handheld devices; use a stable surface for your camera.
Why it matters: A steady image looks more professional and reduces motion sickness.
Applies to: Interview candidate, Participant
Keep workspace visible area tidy
Ensure the visible workspace looks orderly and professional.
Why it matters: What’s in frame shapes perceived competence.
Applies to: Interview candidate, Sales rep
Use an agenda for anything over 15 minutes
Provide a simple agenda (3–5 bullets) for meetings longer than 15 minutes.
Why it matters: Sets expectations and keeps discussion focused.
Time-box each topic
Assign a rough time box per topic and move on when time is up.
Why it matters: Prevents one issue from consuming the whole meeting.
Applies to: Host / facilitator
Send materials in advance
Share key documents beforehand instead of screen-reading in the meeting.
Why it matters: Improves decision quality and saves time.
Applies to: Host / facilitator, Interviewer