Client meetings Etiquette

Use notes, not a script

Use bullet notes rather than reading a full script.

Sounds more natural and improves eye contact.

Interview candidate, Sales rep

Avoid typing while others speak

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

Typing noise and divided attention reduce meeting quality.

Participant

Avoid phone calls during meetings

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

Split attention harms group coordination.

Participant

Close unrelated tabs before joining

Before joining, close unrelated tabs and silence notifications.

Prevents distraction and accidental screen-share leaks.

Interview candidate, Participant, Sales rep

Use a tidy, neutral background

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

Reduces distraction and protects privacy.

Interview candidate, Participant, Presenter / speaker

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.

Participant, Presenter / speaker

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.

Interview candidate, Presenter / speaker, Sales rep

Check video before joining

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

Prevents avoidable distractions at the start.

Participant, Presenter / speaker

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.

Interview candidate, Participant, Sales rep

Be cautious with emojis in formal settings

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

Different people interpret emojis differently.

Interview candidate, Participant

Summarize decisions in chat

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

Creates a lightweight record everyone can copy.

Host / facilitator, Presenter / speaker

Dress appropriately for the meeting context

Choose attire that matches the importance and audience of the meeting.

Visual appearance influences credibility and first impressions.

Do a 10-second audio check

Test your mic and speakers before important calls.

Prevents avoidable delays and awkward troubleshooting live.

Interview candidate, Presenter / speaker, Sales rep

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.

Interview candidate, Sales rep

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.

Host / facilitator, Participant

Use secure sharing for files and notes

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

Prevents data leakage and version confusion.

Host / facilitator, Participant

Avoid 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

Get consent before recording

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

Supports privacy expectations and legal compliance.

Host / facilitator, Moderator

Share only the intended window

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

Prevents accidental exposure of private content.

Presenter / speaker, Sales rep

Sanitize your desktop and notifications

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

Protects confidential information and reduces distractions.

Presenter / speaker

Don’t paste credentials in chat

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

Chat logs can be retained, forwarded, or exported.

Host / facilitator, Participant

Minimize distracting accessories

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

Prevents audio and visual distractions.

Interview candidate, Participant, Sales rep

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.

Interview candidate, Presenter / speaker, Sales rep

Keep grooming camera-ready

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

Small details influence first impressions on video.

Interview candidate, Sales rep

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.

Participant, Presenter / speaker

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.

Interview candidate, Participant

Keep workspace visible area tidy

Ensure the visible workspace looks orderly and professional.

What’s in frame shapes perceived competence.

Interview candidate, Sales rep

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.

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.

Host / facilitator

Send materials in advance

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

Improves decision quality and saves time.

Host / facilitator, Interviewer

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.

Interview candidate, Participant, Sales rep

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.

Participant

Respect the scheduled end time

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

Protects people’s calendars and prevents fatigue.

Host / facilitator, Participant

Close with clear next steps

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

Prevents misunderstandings and follow-up churn.

Host / facilitator, Presenter / speaker

Avoid last-minute reschedules

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

Shows respect and reduces coordination costs.

Host / facilitator, Interviewer, Sales rep