Universal Meeting Etiquette
Virtual meeting etiquette rules specific to Universal.
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.
View detailsUse notes, not a script
Use bullet notes rather than reading a full script.
Sounds more natural and improves eye contact.
View detailsAvoid typing while others speak
If you need to type, stay muted and keep it brief.
Typing noise and divided attention reduce meeting quality.
View detailsAvoid 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.
View detailsAvoid phone calls during meetings
Don’t take phone calls during a meeting; if urgent, excuse yourself.
Split attention harms group coordination.
View detailsClose unrelated tabs before joining
Before joining, close unrelated tabs and silence notifications.
Prevents distraction and accidental screen-share leaks.
View detailsSignal active listening
Use brief acknowledgments (nod, short 'yes', reaction) to show you’re engaged.
Reduces uncertainty in remote conversations.
View detailsDon’t do parallel work in small meetings
In small meetings, avoid multitasking unless explicitly agreed.
It reads as disrespect and lowers trust.
View detailsAsk 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.
View detailsBe present when you speak
When it’s your turn, stop other tasks and speak clearly and briefly.
Shows respect for everyone’s time.
View detailsUse a tidy, neutral background
Choose a clean background with minimal movement and no sensitive items visible.
Reduces distraction and protects privacy.
View detailsAvoid 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.
View detailsNod 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.
View detailsTurn camera on for interviews
Keep your camera on for interviews unless you’ve agreed otherwise.
Helps build trust and improves communication cues.
View detailsAsk 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.
View detailsSignal when stepping away
If you need to step away, briefly message in chat or use a status indicator.
Prevents confusion and missed questions.
View detailsFrame 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.
View detailsLook at the lens for key moments
When making a key point, glance at the camera lens to simulate eye contact.
Signals confidence and attentiveness.
View detailsLight 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.
View detailsCheck video before joining
Do a quick self-check (lighting, angle, background) before clicking Join.
Prevents avoidable distractions at the start.
View detailsMinimize fidgeting and swiveling
Avoid constant chair swivels, tapping, or bouncing that pulls attention.
Camera amplifies small movements.
View detailsNo 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.
View detailsHosts 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.
View detailsBe cautious with emojis in formal settings
In formal meetings, use reactions sparingly and avoid ambiguous emojis.
Different people interpret emojis differently.
View detailsUse reactions to reduce interruptions
Use reactions (raise hand, thumbs up) for quick signals instead of interrupting.
Improves flow and reduces cross-talk.
View detailsAcknowledge chat questions verbally
Acknowledge relevant chat questions verbally when possible.
Shows attentiveness and keeps chat aligned with discussion.
View detailsAsk questions using the agreed method
Follow the host’s Q&A process (chat, Q&A tab, raise hand).
Helps moderators manage time and prioritize.
View detailsAvoid side conversations in public chat
Keep public chat relevant to the meeting; move side topics to private messages.
Prevents distraction and confusion.
View detailsUse chat for clarification, not debate
Use chat for short clarifications, links, and questions—not extended arguments.
Keeps the meeting focused and readable.
View detailsSummarize decisions in chat
Post a brief summary of key decisions and next steps in chat.
Creates a lightweight record everyone can copy.
View detailsUse @mentions thoughtfully
Only @mention someone when action is needed—avoid spamming.
Reduces notification overload.
View detailsUse concise messages
Keep chat messages short and single-topic.
Improves readability and moderation.
View detailsDress appropriately for the meeting context
Choose attire that matches the importance and audience of the meeting.
Visual appearance influences credibility and first impressions.
View detailsDo a 10-second audio check
Test your mic and speakers before important calls.
Prevents avoidable delays and awkward troubleshooting live.
View detailsUse 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.
View detailsAnnounce when you’re recording
If audio is being recorded, announce it clearly at the start.
Supports consent and compliance expectations.
View detailsDon’t multitask with your mic on
If you must handle something else, mute first.
Prevents keyboard noise and unintended audio sharing.
View detailsAvoid 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.
View detailsMute your microphone when not speaking
Keep your microphone muted unless you’re actively speaking.
Reduces background noise and interruptions.
View detailsState 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.
View detailsState 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.
View detailsUse secure sharing for files and notes
Share follow-up files via approved systems with proper permissions.
Prevents data leakage and version confusion.
View detailsAvoid sharing meeting links in public channels
Don’t repost meeting links publicly unless the event is explicitly public.
Reduces risk of unwanted attendees.
View detailsGet consent before recording
Ask for consent before recording and explain the purpose and retention.
Supports privacy expectations and legal compliance.
View detailsShare only the intended window
When sharing, share a single window/tab—not your entire screen—unless necessary.
Prevents accidental exposure of private content.
View detailsSanitize your desktop and notifications
Before screen sharing, close private messages and disable pop-up notifications.
Protects confidential information and reduces distractions.
View detailsDon’t paste credentials in chat
Never share passwords, tokens, or sensitive identifiers in meeting chat.
Chat logs can be retained, forwarded, or exported.
View detailsAvoid busy patterns on camera
Avoid stripes and high-contrast patterns that flicker on video.
Improves visual clarity and reduces distraction.
View detailsMinimize distracting accessories
Avoid loud jewelry, noisy bracelets, or anything that catches the mic.
Prevents audio and visual distractions.
View detailsMatch 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.
View detailsKeep 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.
View detailsUse consistent branding as a host
Hosts should align appearance with the event brand and audience expectations.
Builds credibility and a cohesive experience.
View detailsKeep grooming camera-ready
Do a quick grooming check (hair, face, visible clothing) before joining.
Small details influence first impressions on video.
View detailsConsider accessibility in visuals
Avoid small text on clothing and low-contrast visuals that strain viewers.
Supports accessibility and readability on small screens.
View detailsUse 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.
View detailsKeep your camera view stable
Avoid handheld devices; use a stable surface for your camera.
A steady image looks more professional and reduces motion sickness.
View detailsKeep workspace visible area tidy
Ensure the visible workspace looks orderly and professional.
What’s in frame shapes perceived competence.
View detailsUse 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.
View detailsTime-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.
View detailsSend materials in advance
Share key documents beforehand instead of screen-reading in the meeting.
Improves decision quality and saves time.
View detailsJoin 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.
View detailsStart 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.
View detailsIf 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.
View detailsIf late, acknowledge briefly in chat
If you join late, post a brief apology in chat and catch up quietly.
Avoids derailing the current speaker.
View detailsRespect the scheduled end time
Aim to end on time; confirm before extending the meeting.
Protects people’s calendars and prevents fatigue.
View detailsClose with clear next steps
End with a short recap: decisions, owners, deadlines.
Prevents misunderstandings and follow-up churn.
View detailsAvoid last-minute reschedules
Only reschedule last-minute when necessary, and propose clear alternatives.
Shows respect and reduces coordination costs.
View details