Virtual Meeting Etiquette for Managers & team leads
Essential virtual meeting etiquette rules tailored for managers & team leads. Learn best practices to present yourself professionally in online meetings.
Camera Etiquette
Turn camera on for interviews
Keep your camera on for interviews unless you’ve agreed otherwise.
Helps build trust and improves communication cues.
Read moreAsk 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.
Read moreSignal when stepping away
If you need to step away, briefly message in chat or use a status indicator.
Prevents confusion and missed questions.
Read moreChat & Reactions Etiquette
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.
Read moreAcknowledge chat questions verbally
Acknowledge relevant chat questions verbally when possible.
Shows attentiveness and keeps chat aligned with discussion.
Read moreSummarize decisions in chat
Post a brief summary of key decisions and next steps in chat.
Creates a lightweight record everyone can copy.
Read moreMicrophone & Audio Etiquette
Announce when you’re recording
If audio is being recorded, announce it clearly at the start.
Supports consent and compliance expectations.
Read moreAvoid speakerphone in group rooms
If multiple people share one room, use a conference mic or individual headsets—avoid a single laptop mic.
Prevents echo and unclear audio pickup.
Read morePrivacy & Security Etiquette
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.
Read moreUse secure sharing for files and notes
Share follow-up files via approved systems with proper permissions.
Prevents data leakage and version confusion.
Read moreAvoid sharing meeting links in public channels
Don’t repost meeting links publicly unless the event is explicitly public.
Reduces risk of unwanted attendees.
Read moreGet consent before recording
Ask for consent before recording and explain the purpose and retention.
Supports privacy expectations and legal compliance.
Read moreDon’t paste credentials in chat
Never share passwords, tokens, or sensitive identifiers in meeting chat.
Chat logs can be retained, forwarded, or exported.
Read moreProfessional Appearance
Use consistent branding as a host
Hosts should align appearance with the event brand and audience expectations.
Builds credibility and a cohesive experience.
Read morePunctuality & Time Management
Use an agenda for anything over 15 minutes
Provide a simple agenda (3–5 bullets) for meetings longer than 15 minutes.
Sets expectations and keeps discussion focused.
Read moreTime-box each topic
Assign a rough time box per topic and move on when time is up.
Prevents one issue from consuming the whole meeting.
Read moreSend materials in advance
Share key documents beforehand instead of screen-reading in the meeting.
Improves decision quality and saves time.
Read moreStart 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.
Read moreRespect the scheduled end time
Aim to end on time; confirm before extending the meeting.
Protects people’s calendars and prevents fatigue.
Read moreClose with clear next steps
End with a short recap: decisions, owners, deadlines.
Prevents misunderstandings and follow-up churn.
Read moreAvoid last-minute reschedules
Only reschedule last-minute when necessary, and propose clear alternatives.
Shows respect and reduces coordination costs.
Read more