Mastering Online Meeting Etiquette | 22 Rules To Know
As virtual meetings continue to play a key role in our working lives, knowing how to present yourself well is more important than ever.
From team catch-ups to client calls, mastering Online Meeting Etiquette helps ensure every conversation runs smoothly and professionally.
Whether you're joining from home, a conference venue, or the office, these these 22 essential rules and pro tips will ensure you are well prepared.
Important Virtual Meeting Etiquette Tips
1. Test Your Tech
Before your meeting begins check that your microphone, camera, and internet connection are working properly. It helps avoid delays and ensures you're ready to participate from the start.
2. Use A Professional Display Name
Make sure your name appears professionally on screen avoiding abbreviations. This is especially important when meeting new colleagues or clients.
3. Be Presentable
Even if you're working from home it's still important to maintain a professional appearance. Many people dress smartly from the waist up for video calls, but if that's you, just be mindful not to stand up unexpectedly! Don’t forget the little details like taking a moment to comb your hair as it really makes a difference.
4. Choose A Good Setting
Choose a quiet, well-lit space where you won’t be disturbed during the meeting. If you're working in your home office let housemates or family know in advance. Alternatively, if you need a more formal setting consider hiring a meeting room at somewhere like Villiers Hotel in Buckingham.
5. Be Aware Of Your Background
Avoid distracting or messy backgrounds. A neutral wall or virtual background works well and keeps the attention on you, not what’s behind you.
6. Use Headphones If Possible
Headphones can greatly improve audio quality and help reduce background noise or echo. Go for a pair with a built-in microphone positioned near your mouth so team members can hear you clearly throughout the call.
7. Be Punctual
Joining on time is a sign of respect and professionalism. Log in a few minutes early to account for any last-minute tech glitches.
8. Have Your Camera On
Turning your camera on helps build trust and makes the interaction feel more personal. It also signals that you’re fully present and engaged.
9. Mute When You're Not Speaking
Muting your mic when you're not talking avoids distracting background noise. Just remember to unmute yourself before you speak!
10. Avoid Multitasking
Try not to check emails or browse during the meeting. Staying focused shows respect for others and helps you contribute more effectively.
11. Don't Interrupt
Let others finish before you speak, especially in group meetings. If you need to jump in use a raised-hand feature or wait for a natural pause.
12. Keep Body Language In Mind
Even through a screen, body language matters. Sit up straight and nod occasionally to show you're engaged.
13. Speak Clearly
Speak at a steady pace and loudly so everyone can hear you. This is particularly important when dealing with patchy connections.
14. Use Chat Thoughtfully
The chat box is helpful for quick comments or links, but avoid spamming. Keep it professional and relevant to the meeting.
15. Don’t Eat During The Call
Avoid eating during meetings unless it's absolutely necessary or part of a casual, social call where everyone is doing the same. It can be distracting, and background chewing noises are rarely well received.
16. Be Mindful Of Your Facial Expressions
Facial expressions say a lot, even on camera. A smile or nod can help convey warmth and attentiveness without speaking.
17. Stay Calm Through Tech Issues
If something goes wrong, don’t panic. Communicate the issue via chat to inform meeting participants or email if you’re cut off, and rejoin the meeting as soon as you can.
18. Take Clear Notes
Jot down key points, action items, or questions as the meeting progresses. It keeps you engaged and helps with follow-up later on.
19. Stay Hydrated
Having a drink to hand, ideally water, keeps you refreshed and helps you stay focused. Just avoid slurping or noisy bottles on mic.
20. Have Materials Ready to Share
If you’re presenting or screen sharing make sure any relevant documents, slides, or websites are open and ready in advance. This avoids delays in the meeting agenda and keeps it flowing smoothly, while also showing you’re well prepared.
21. Signal When You’re About To Leave
If you need to leave early let the host know in advance or send a polite message in the chat. Abrupt exits can appear rude or confusing.
22. Follow Up Afterwards
Send any promised documents, notes, or a quick thank-you message if needed. A brief follow-up keeps communication clear and professional.
Virtual Meeting Etiquette Rules Final Thoughts
And there you have it, your go-to guide for mastering online meeting etiquette!
Whether you're using Zoom, Teams, or another platform, following these tips will help you stay professional, focused, and prepared.
For another great read check out our sister property’s article on “In-Person Meetings vs Virtual Meetings” to help you decide which format is right for your next corporate event.
Online Meeting Etiquette | FAQS
What is online etiquette rules?
Online etiquette rules which are also known as "netiquette" are guidelines that help people communicate respectfully and professionally in virtual settings, such as video meetings. These rules include being punctual, muting your microphone when not speaking, dressing appropriately, avoiding distractions, and showing consideration for others on the call. Good online etiquette ensures smoother communication, fewer misunderstandings, and a more productive experience for everyone involved.
How do I politely interrupt if I need to speak?
Use the “raise hand” feature if the platform allows it, or wait for a natural pause in conversation before jumping in. You can also politely turn on your mic and say, “Sorry to interrupt, may I add something?” to avoid sounding abrupt.
What should I do if my internet or tech fails during the meeting?
If possible, let the host or team know immediately via chat or email. Rejoin the meeting as soon as you can and once you're back briefly apologise for the disruption. It helps to have a backup device or hotspot ready just in case.
Can I take notes on my computer without seeming distracted?
Yes, but make sure it’s clear that you’re engaged. Let others know at the start that you’ll be taking notes, and stay on mute so your typing doesn’t become a distraction. Keeping your camera on helps show you're still present and focused. You might also consider alternative methods like using AI tools or simply taking notes by hand.
Is it okay to eat or drink during an online meeting?
Drinking water, tea, or coffee is generally fine. Eating, however, can be distracting and is best avoided unless it’s a very informal meeting or a long session where breaks aren’t scheduled. If you must eat mute yourself and turn off your camera briefly.