Team meetings Etiquette

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

Signal active listening

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

Reduces uncertainty in remote conversations.

Participant

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.

Participant

Be present when you speak

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

Shows respect for everyone’s time.

Participant

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

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.

Signal 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

Minimize fidgeting and swiveling

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

Camera amplifies small movements.

Participant, Presenter / speaker

Use reactions to reduce interruptions

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

Improves flow and reduces cross-talk.

Participant

Use chat for clarification, not debate

Use chat for short clarifications, links, and questions—not extended arguments.

Keeps the meeting focused and readable.

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

Use @mentions thoughtfully

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

Reduces notification overload.

Participant

Announce when you’re recording

If audio is being recorded, announce it clearly at the start.

Supports consent and compliance expectations.

Host / facilitator, Moderator

Don’t multitask with your mic on

If you must handle something else, mute first.

Prevents keyboard noise and unintended audio sharing.

Participant

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

Mute your microphone when not speaking

Keep your microphone muted unless you’re actively speaking.

Reduces background noise and interruptions.

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

Get consent before recording

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

Supports privacy expectations and legal compliance.

Host / facilitator, Moderator

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

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.

Participant

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

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

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

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.

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