Virtual Meeting Etiquette for HR & L&D teams

Attention & Multitasking Rules

Device use Client meetings Team meetings

Avoid phone calls during meetings

Don’t take phone calls during a meeting; if urgent, excuse yourself.

Split attention harms group coordination.

Camera Etiquette

Camera on vs off Daily standups Team meetings

Ask before requiring cameras

If you want cameras on, state it in the invite and allow opt-outs when reasonable.

Balances engagement with privacy, bandwidth, and accessibility needs.

Camera on vs off All-hands meetings Team meetings

Signal when stepping away

If you need to step away, briefly message in chat or use a status indicator.

Prevents confusion and missed questions.

Movement & distractions Team meetings Training sessions

Minimize fidgeting and swiveling

Avoid constant chair swivels, tapping, or bouncing that pulls attention.

Camera amplifies small movements.

Chat & Reactions Etiquette

Chat moderation (hosts) All-hands meetings Training sessions

Hosts should set chat rules at the start

State how chat will be used (questions, links, off-topic policy) at the beginning.

Prevents chaos and sets expectations.

Questions during presentations All-hands meetings Training sessions

Ask questions using the agreed method

Follow the host’s Q&A process (chat, Q&A tab, raise hand).

Helps moderators manage time and prioritize.

Side conversations All-hands meetings Training sessions

Avoid side conversations in public chat

Keep public chat relevant to the meeting; move side topics to private messages.

Prevents distraction and confusion.

When to use chat Team meetings Training sessions

Use chat for clarification, not debate

Use chat for short clarifications, links, and questions—not extended arguments.

Keeps the meeting focused and readable.

When to use chat Team meetings Training sessions

Use @mentions thoughtfully

Only @mention someone when action is needed—avoid spamming.

Reduces notification overload.

Microphone & Audio Etiquette

Audio checks Team meetings Training sessions

Announce when you’re recording

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

Supports consent and compliance expectations.

Speaking clarity All-hands meetings Training sessions

State your name before speaking in large calls

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

Helps everyone track who’s speaking, especially with audio-only attendees.

Privacy & Security Etiquette

Compliance & retention All-hands meetings Training sessions

State retention and access for recordings

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

Builds trust and supports compliance.

Compliance & retention Client meetings Team meetings

Use secure sharing for files and notes

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

Prevents data leakage and version confusion.

Recording consent Client meetings Team meetings

Get consent before recording

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

Supports privacy expectations and legal compliance.

Screen sharing Client meetings Sales calls

Share only the intended window

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

Prevents accidental exposure of private content.

Screen sharing All-hands meetings Client meetings

Sanitize your desktop and notifications

Before screen sharing, close private messages and disable pop-up notifications.

Protects confidential information and reduces distractions.

Professional Appearance

Accessories & distractions All-hands meetings Training sessions

Avoid busy patterns on camera

Avoid stripes and high-contrast patterns that flicker on video.

Improves visual clarity and reduces distraction.

Contextual formality Team meetings Training sessions

Keep food and drink subtle on camera

If it’s acceptable to drink, use a quiet container and avoid eating unless agreed.

Reduces noise and distraction.

Dress code expectations Sales calls Training sessions

Use consistent branding as a host

Hosts should align appearance with the event brand and audience expectations.

Builds credibility and a cohesive experience.

Inclusive appearance Training sessions Webinars

Consider accessibility in visuals

Avoid small text on clothing and low-contrast visuals that strain viewers.

Supports accessibility and readability on small screens.

Punctuality & Time Management

Agenda discipline Client meetings Performance reviews

Send materials in advance

Share key documents beforehand instead of screen-reading in the meeting.

Improves decision quality and saves time.

Joining & leaving All-hands meetings Training sessions

Start with a quick roll call in large meetings

In large meetings, begin with a quick structure: purpose, timing, Q&A method.

Reduces confusion and improves engagement.

Joining & leaving Client meetings Team meetings

If you must leave early, say so upfront

If you’ll leave early, mention it at the start or in chat.

Sets expectations and prevents confusion when you disappear.

Late arrival etiquette All-hands meetings Team meetings

If late, acknowledge briefly in chat

If you join late, post a brief apology in chat and catch up quietly.

Avoids derailing the current speaker.

Virtual Meeting Etiquette for HR & L&D teams

Attention & Multitasking Rules

Camera Etiquette

Chat & Reactions Etiquette

Microphone & Audio Etiquette

Privacy & Security Etiquette

Professional Appearance

Punctuality & Time Management

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