All-hands meetings Etiquette
Professional virtual meeting etiquette rules for all-hands meetings. Make the right impression and avoid common mistakes.
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.
Participant
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.
Participant
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.
Host / facilitator, Participant
View detailsCheck video before joining
Do a quick self-check (lighting, angle, background) before clicking Join.
Prevents avoidable distractions at the start.
Participant, Presenter / speaker
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.
Host / facilitator, Moderator
View detailsUse reactions to reduce interruptions
Use reactions (raise hand, thumbs up) for quick signals instead of interrupting.
Improves flow and reduces cross-talk.
Participant
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.
Participant
View detailsAvoid side conversations in public chat
Keep public chat relevant to the meeting; move side topics to private messages.
Prevents distraction and confusion.
Participant
View detailsUse concise messages
Keep chat messages short and single-topic.
Improves readability and moderation.
Participant
View detailsMute your microphone when not speaking
Keep your microphone muted unless you’re actively speaking.
Reduces background noise and interruptions.
Participant
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.
Participant, Presenter / speaker
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.
Host / facilitator, Moderator
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.
Host / facilitator, Participant
View detailsSanitize your desktop and notifications
Before screen sharing, close private messages and disable pop-up notifications.
Protects confidential information and reduces distractions.
Presenter / speaker
View detailsAvoid busy patterns on camera
Avoid stripes and high-contrast patterns that flicker on video.
Improves visual clarity and reduces distraction.
Participant, Presenter / speaker
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.
Participant, Presenter / speaker
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.
Host / facilitator, Moderator
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.
Participant
View details