Virtual Meeting Etiquette for Remote employees

Attention & Multitasking Rules

Attention & Multitasking Rules All-hands meetings Webinars

If multitasking is allowed, declare it

If you’re joining as a listener while multitasking, be transparent when relevant.

Sets expectations and avoids missed responses.

Capture meeting notes Client meetings Job interviews

Use notes, not a script

Use bullet notes rather than reading a full script.

Sounds more natural and improves eye contact.

Device use Client meetings Team meetings

Avoid typing while others speak

If you need to type, stay muted and keep it brief.

Typing noise and divided attention reduce meeting quality.

Device use Job interviews One-on-one meetings

Avoid eating in small-group discussions

Don’t eat during small-group discussions unless it’s a known working session.

Eating reduces clarity and can feel inattentive.

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.

Focus signals Client meetings Job interviews

Close unrelated tabs before joining

Before joining, close unrelated tabs and silence notifications.

Prevents distraction and accidental screen-share leaks.

Focus signals One-on-one meetings Team meetings

Signal active listening

Use brief acknowledgments (nod, short 'yes', reaction) to show you’re engaged.

Reduces uncertainty in remote conversations.

Meeting participation One-on-one meetings Performance reviews

Don’t do parallel work in small meetings

In small meetings, avoid multitasking unless explicitly agreed.

It reads as disrespect and lowers trust.

Meeting participation All-hands meetings Team meetings

Ask for a recap instead of guessing

If you missed something, ask for a short recap at an appropriate moment.

Prevents misunderstandings and wrong follow-through.

Meeting participation Daily standups Team meetings

Be present when you speak

When it’s your turn, stop other tasks and speak clearly and briefly.

Shows respect for everyone’s time.

Camera Etiquette

Background rules Client meetings Job interviews

Use a tidy, neutral background

Choose a clean background with minimal movement and no sensitive items visible.

Reduces distraction and protects privacy.

Background rules Job interviews Performance reviews

Avoid virtual backgrounds in high-stakes calls

Avoid glitchy virtual backgrounds for high-stakes conversations unless they look stable.

Visual artifacts can be distracting and may reduce perceived professionalism.

Body language on video Client meetings One-on-one meetings

Nod and use natural cues

Use small visible cues (nodding, brief smile) to show you’re following along.

Replaces missing in-room feedback and reduces awkward pauses.

Camera on vs off Job interviews One-on-one meetings

Turn camera on for interviews

Keep your camera on for interviews unless you’ve agreed otherwise.

Helps build trust and improves communication cues.

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.

Eye contact & framing Client meetings Job interviews

Frame at eye level

Position the camera at eye level and keep your face centered with head-and-shoulders framing.

Creates a natural, professional presence and reduces distraction.

Eye contact & framing Job interviews One-on-one meetings

Look at the lens for key moments

When making a key point, glance at the camera lens to simulate eye contact.

Signals confidence and attentiveness.

Lighting basics Job interviews Sales calls

Light your face from the front

Use front-facing light (window or lamp) so your face is evenly lit.

Improves clarity and makes you easier to read.

Lighting basics All-hands meetings Client meetings

Check video before joining

Do a quick self-check (lighting, angle, background) before clicking Join.

Prevents avoidable distractions at the start.

Movement & distractions Team meetings Training sessions

Minimize fidgeting and swiveling

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

Camera amplifies small movements.

Movement & distractions Client meetings Job interviews

No eating on camera in formal meetings

Avoid eating on camera in formal meetings unless it’s explicitly a working meal.

Maintains professionalism and reduces noise/distraction.

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.

Emojis & reactions Client meetings Job interviews

Be cautious with emojis in formal settings

In formal meetings, use reactions sparingly and avoid ambiguous emojis.

Different people interpret emojis differently.

Emojis & reactions All-hands meetings Team meetings

Use reactions to reduce interruptions

Use reactions (raise hand, thumbs up) for quick signals instead of interrupting.

Improves flow and reduces cross-talk.

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 Client meetings Sales calls

Summarize decisions in chat

Post a brief summary of key decisions and next steps in chat.

Creates a lightweight record everyone can copy.

When to use chat Team meetings Training sessions

Use @mentions thoughtfully

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

Reduces notification overload.

When to use chat All-hands meetings Webinars

Use concise messages

Keep chat messages short and single-topic.

Improves readability and moderation.

Microphone & Audio Etiquette

Audio checks Client meetings Job interviews

Do a 10-second audio check

Test your mic and speakers before important calls.

Prevents avoidable delays and awkward troubleshooting live.

Audio checks Client meetings Job interviews

Use a stable connection or dial-in

If your internet is unstable, use a wired connection or dial-in audio.

Audio reliability matters more than HD video.

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.

Background noise control Daily standups Team meetings

Don’t multitask with your mic on

If you must handle something else, mute first.

Prevents keyboard noise and unintended audio sharing.

Headphones vs speakers Client meetings Team meetings

Avoid 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.

Muting rules All-hands meetings Team meetings

Mute your microphone when not speaking

Keep your microphone muted unless you’re actively speaking.

Reduces background noise and interruptions.

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.

Meeting access control All-hands meetings Client meetings

Avoid sharing meeting links in public channels

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

Reduces risk of unwanted attendees.

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.

Sensitive data Client meetings Team meetings

Don’t paste credentials in chat

Never share passwords, tokens, or sensitive identifiers in meeting chat.

Chat logs can be retained, forwarded, or exported.

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.

Accessories & distractions Client meetings Job interviews

Minimize distracting accessories

Avoid loud jewelry, noisy bracelets, or anything that catches the mic.

Prevents audio and visual distractions.

Contextual formality Client meetings Job interviews

Match formality to the meeting type

Dress one level more formal than your everyday baseline for the same audience.

Signals respect and professionalism without being distracting.

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.

Grooming basics Client meetings Job interviews

Keep grooming camera-ready

Do a quick grooming check (hair, face, visible clothing) before joining.

Small details influence first impressions on video.

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.

Professional setup All-hands meetings Client meetings

Use a professional display name

Set your display name to your real name (and team/company if relevant).

Helps identification and reduces friction in large groups.

Professional setup Client meetings Job interviews

Keep your camera view stable

Avoid handheld devices; use a stable surface for your camera.

A steady image looks more professional and reduces motion sickness.

Professional setup Client meetings Job interviews

Keep workspace visible area tidy

Ensure the visible workspace looks orderly and professional.

What’s in frame shapes perceived competence.

Punctuality & Time Management

Agenda discipline Client meetings Performance reviews

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.

Agenda discipline Client meetings Team meetings

Time-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.

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 Client meetings Job interviews

Join 2–5 minutes early

Join a few minutes early to resolve audio/video issues before the meeting starts.

Protects the first minutes for content, not troubleshooting.

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.

Meeting length Client meetings One-on-one meetings

Respect the scheduled end time

Aim to end on time; confirm before extending the meeting.

Protects people’s calendars and prevents fatigue.

Meeting length Client meetings Performance reviews

Close with clear next steps

End with a short recap: decisions, owners, deadlines.

Prevents misunderstandings and follow-up churn.

Time zones Client meetings Job interviews

Avoid last-minute reschedules

Only reschedule last-minute when necessary, and propose clear alternatives.

Shows respect and reduces coordination costs.

Virtual Meeting Etiquette for Remote employees

Attention & Multitasking Rules

Camera Etiquette

Chat & Reactions Etiquette

Microphone & Audio Etiquette

Privacy & Security Etiquette

Professional Appearance

Punctuality & Time Management

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