online etiquette presentation

The COVID Remote Working Series: 15 Virtual Meeting Etiquettes For Effective Online Presentation

Making live presentations gives a familiar and dreaded feeling of butterflies in the stomach. Online presentations are a step above; they pose more challenges and of a different nature.

Consider this: You can’t read people’s body language, you can’t know if people are even listening to you. Your effectiveness goes for a toss since virtual presence is a great equalizer. And then there is a risk of home stuff creeping in official business.

All this while you are trying to influence that big sales or swing that executive decision in your favor! That’s why virtual meeting etiquettes are quite important.

In the wake of Coronavirus, people are forced to work remotely and make online presentations. They find themselves seriously under-equipped with the tools and ways of thinking about remote presentations. On the other hand, people who have these skills will rise and shine: They will be the masters of the Virtual Domain.

Here are our 15 Virtual Presentation Tips:

• Watch your back
• Leave the keyboard alone
• Mute your microphone
• Send pre-reads
• Lower Your Voice
• Don’t eat during the conference
• Stick to the time frames
• Mind your body language
• Protect Sensitive Information

1) Dress up: As you usually would if you were presenting in person, even if it is an audio-only discussion. While it is undoubtedly comfy in your pajamas, you run a psychological risk of slipping into a comfort zone, which can take the edge off your online presentations. Be fully groomed, look sharp so that you can be sharp.

2) Gear up: How many “can you hear me now moments have you had”? How about apologizing for the call dropping? Take our advice and do the following:

a) Invest in good equipment

Here are our picks:

• Jabra Speak 510: Improves quality of the audio connection from your laptop; has a variety of connectivity options;
• Makes connecting with Skype of MS Teams a breeze
• Sennheiser Double-Sided Business Headset: SC 660 USB CTRL (504555): The best headset I have come across. This is the only one with a physical mute button- yes, you read that right- a rare physical mute button that lights up when you press it.

Disclaimer: We earn no commission or have any commercial interests in the recommended products

b) Dial-in two lines simultaneously: Here are the advantages of doing that – You can hear your voice on the other line: that way you will not have to ask if you are audible. If one disconnects, you can pick the other.

3) Warm-up: You do not have the human touchy-feely warmth when on a cold, dry phone call. Believe it or not, we are all humans and need a bit of small talk. Going straight to the point can make you appear very transactional and not interested in the other person. A little bit of warm-up can go a long way. While most discussions these days start with virus talk, weather, sports continue to be safe all-time favorites. One caveat is to find an opening to move quickly to the point and not make the starter encroach your main course.

4) Watch your back: If on Video, a cluttered background can ruin everything for which you should try to use MS Teams if possible and blur the background or use a white background.

5) Read cues: This one needs a bit of practice and is a pro technique. But you will do it if you are willing to listen carefully: The signs are all over the place:

A breath inward: Someone wants to speak.

Sigh: Didn’t fully agree with part of what you said

Total silence: Usually means no engagement

Sounds of typing: Same as above and many others.

6) Leave the keyboard alone: Whether you are taking notes during the meeting or chatting with your friend, the sound of your typing is really distracting. It’s not only preventing you from focusing on the meeting but also distracting everyone else in the meeting.

7) Mute your microphone when you’re not talking: There’s nothing more frustrating than hearing that aching noise from conflicting microphones. It also prevents any unwanted audio from entering your mic. 

8) Send pre-reads: Send pre-reads, if possible, a day in advance for dense topics. It will give you a lot of invisible power and provide a solid impression that you are in command. Then restrict your presentation to topics that require discussions rather than pour over the material. I would recommend you send pdfs to avoid cluttering your audience’s mailboxes. The audience will notice this and thank you in their hearts.

9) Jazz up: The audience will not get the benefit of your charming physical presence. Make up for that by using good quality slides. A thumb rule is that slides have to speak for themselves since, like it or not, many will scroll ahead and read through everything while you are talking and make their impressions, which can often be hard to change. Use SlideUpLift to take advantage of the online library of great-looking Powerpoint templates that use principles of vision science to create an impact.

10) Be Early: always! It creates a solid impression that you are on top of your game.

11) Lower Your Voice: Speak at a slower cadence than that of your everyday conversational speech. This is because most people use earphones during meetings and you will be speaking directly in their ears through the earphones.

12) Don’t eat during the conference: Would you ever bring anything to eat in a meeting? Then don’t bring it into your virtual meeting either. This is especially important if others can hear you chewing, it can cause a distraction for everyone.

13)  Stick to the time frames: You should always keep an eye on the clock and make sure you start and finish your virtual meeting on time. This will reflect your professionalism and make others be on time.

14)  Mind your body language: Body language is a vital part of virtual meeting etiquette. Even if you can speak and present flawlessly, your facial expression and posture say more than your words when you present online. 

15) Protect Sensitive Information: If you are sharing your screen during the online presentations, make sure that only the intended content is seen. Before you launch a video conference, close all unnecessary tabs from your browser. Launching a new browser window and preparing before time will help keep sensitive information confidential.

For extra control of what others see during your online presentations , choose the option to share the screen only one screen or one app (i.e. only a Powerpoint presentation) instead of your full desktop.

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Check out a few remote team-building activities that help ensure a productive, collaborative, and healthy work environment, all crucial attributes for organizations in an increasingly competitive world.

Team Building Presentations

View Team Building Presentations 

Lastly, a great remote-working regime stems from a comfortable home office space that helps you get things done. If you are looking for some tips on creating the perfect home office space, you can check this article on setting up a great remote working space .

Conclusion:

Online presentations are an effective means of communication and valuable methods for bringing your team together. But without preparation and the use of effective tools, they risk wasting participants’ time without actually achieving anything valuable.

Follow these 15 virtual meeting etiquette tips during your next virtual meeting, and ask your team members to maintain these standards, to make your video conference more effective.

Now you don’t have to scour the web to find out the right templates. Download our PowerPoint Templates from within PowerPoint. See how ?

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10 Tips For Giving Effective Virtual Presentations

What to know before you go live.

September 26, 2016

Presenting online? Try these suggestions to improve your results. | Illustration by Tricia Seibold

As audiences go global and you need to reach more people through technology (including webinars, conference calls and teleconference), you must consider the challenges to connecting with a virtual audience. Here I pinpoint 10 valuable best practices to ensure you communicate successfully.

1. Be Brief

Audiences begin to lose attention after roughly 10 minutes of hearing from the same presenter. If you have more than 10 minutes of content, use interactive activities to keep your audience engaged (for example, take a poll, give quizzes, or ask audience members for their opinions via chat).

2. Be Simple

Keep slides simple — avoid too many words, graphics and animation features. Less is definitely more!

Light yourself well | Illustration by Tricia Seibold

3. Be a TV Personality

Look straight into your camera, not the screen. Wear clothing that is neutral in color (no plaids or stripes). Light yourself well and from above. Be mindful of what appears behind you in the background. Invest in a good microphone.

4. Be Standing

Even though your audience cannot see you, stand when you present. This allows you to stay focused and use good presentation delivery skills such as belly breathing, vocal variety, and pausing.

5. Be Prepared

Practice delivering your presentation with your technology in advance of your talk. Make sure all of the features of the technology work. Record your practice using the recording feature of your tool. Watch and listen to learn what works and what you can improve.

6. Be Assisted

Have someone available to deal with technical issues and to field email/text questions. Also, if you have multiple remote audience members in one location, be sure to pick one of them to be your “eyes and ears.” Ask them to queue up questions and facilitate discussion on your behalf.

7. Be Specific

Ask pointed questions to avoid too many people answering at once. For example, rather than ask, “Are there any questions?” try “Who has a question about the solution I provided?” Set a ground rule that people state their names prior to speaking.

Imagine your audience | Illustration by Tricia Seibold

8. Be Synchronized

Transitions are critical. You must connect what you just said to what is coming next when you move from point to point. Transitions between topics and slides are good opportunities to get people reengaged to your talk.

9. Be Connected

Imagine your audience even though you can’t see them. You can place pictures of audience members behind your camera so you can look at people as you present.

10. Be Early

Encourage your audience to access your call or webinar in advance of the start time so you can iron out any technical issues in advance and get them familiar with the technology.

Matt Abrahams is a Stanford GSB organizational behavior lecturer, author, and communications coach.

For media inquiries, visit the Newsroom .

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Can we be candid how to communicate clearly and directly, directive speech vs. dialogue: how leaders communicate with clarity, balance, class takeaways — how to run a meeting effectively, editor’s picks.

April 04, 2016 A Big Data Approach to Public Speaking Key takeaways from analyzing 100,000 presentations.

November 19, 2014 Matt Abrahams: The Power of the Paraphrase An expert on public speaking shows how paraphrasing can help you navigate tricky communication situations.

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Virtual meeting etiquette and rules to engage your attendees

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Over recent years we have all been guilty of 'going to work in your pajamas', and why not? That's an interesting term originating from the then-nascent world of remote work. But now that remote work is the new norm, breaking the old rules of work in every context might leave a wrong impression about you, especially when video conferencing is mandatory for virtual meetings .

It doesn't matter whether you are running a 100% remote or hybrid operation . Understanding virtual meeting etiquette will help you get the best out of your team while pursuing the goals that matter most at the moment. And that's what this post is all about.

It might appear that we're stating the obvious, but without stipulated rules of engagement, many people trying to navigate the a world of remote work will continue to struggle along the line or feel disengaged while present in a meeting.

Perhaps the worst thing you can do in a context where virtual meetings are held repeatedly is to leave room for unexpected errors and mismatched expectations. To ensure that everyone stays on the same page during and after meetings, you can use the tips and etiquette shared below.

What is virtual meeting etiquette?

Virtual meeting etiquette is established rules and principles that dictate appropriate behaviour and conduct during online and video conferences. It is a set of guidelines to ensure effective and productive communication while maintaining professionalism and courtesy in the virtual space.

Key elements of virtual meeting etiquette include punctuality, where participants are expected to join the meeting on time, helping to maintain the flow and efficiency of the session.

Importance of virtual meeting etiquette

For some people coming into the world of remote work, it might not be sufficiently clear why virtual meeting etiquette should be taken seriously. If you have ever thought in that line, here are some pointers to guide you on how to approach meetings in this business context.

Professionalism: Maintaining virtual meeting etiquette demonstrates respect for colleagues and clients. Dressing appropriately and conducting oneself with courtesy enhances the company's image and reputation.

Productivity : Following virtual meeting etiquette guidelines, such as punctuality and muting microphones when not speaking, helps maintain meeting efficiency. Doing this saves time and ensures that important business discussions are carried out smoothly.

Communication: Clear and concise communication is vital in corporate settings. Adhering to virtual meeting etiquette, such as taking turns to speak and avoiding side conversations, promotes effective communication, ensuring that everyone's voice is heard and ideas are understood.

Engagement: Virtual meeting etiquette encourages active engagement, reducing participants' risk of disengaging due to perceived unprofessionalism. A respectful and attentive demeanour fosters a collaborative environment where everyone feels valued.

Client relationships: In corporate business, maintaining good client relationships is paramount. Observing virtual meeting etiquette during client meetings not only leaves a positive impression but also ensures that communication with clients is effective, leading to successful business relationships.

Virtual meeting etiquette for remote teams

Whether you are just getting started or have been attending virtual meetings for some time, these online meeting rules will help you get the level of engagement needed to accomplish your meeting goal. Before entering the meeting room, consider sharing these tips as a checklist for all attendees. Again, you don't have to leave room for unexpected errors and mismatched expectations. And that's how to give everyone the best meeting experience.

1. Punctuality (Being on time):

Joining a virtual meeting on time is a fundamental element of good etiquette. Punctuality is essential in any professional setting, whether in-person or online, as it demonstrates respect for other participants' schedules and the importance of the meeting. When attendees are punctual, the meeting can start on time, and discussions can proceed as planned, preventing delays and ensuring everyone can make the most of the allocated meeting time.

2. Professional dress:

While working remotely, the temptation to attend meetings in casual attire can be strong. However, dressing professionally for virtual meetings is crucial, especially in a corporate context - dress as you would if it were an in-person meeting. Dressing well demonstrates your commitment to the meeting's formality and conveys a sense of professionalism. It also shows respect for the meeting and the participants, particularly in client-facing or high-stakes situations.

3. Microphone control (Muting):

Effective mic and audio management are essential for a smooth virtual meeting. Muting your microphone when not speaking helps eliminate background noise, feedback, and unintended interruptions. Failing to do so can lead to a cacophony of sounds that disrupt the meeting's flow and make it difficult for others to concentrate on the discussions. By muting your microphone, you create a more conducive audio environment for your co-workers and all participants.

4. Camera set-up:

Enabling your video camera during virtual meetings enhances the quality of communication. It provides a more engaging and personal connection by allowing participants to see each other's facial expressions and non-verbal cues. Visual cues are essential for conveying emotions, reactions, and engagement. This practice ensures better interaction and also helps create a sense of presence among participants. If possible raise your laptop or camera so that it is at eye level (not looking up your nose!). These are some of the ways to make your meetings more engaging and encourage others to express their true selves through video. 

5. Minimize distractions:

In a remote work environment, it's easy to be surrounded by potential distractions, such as family members, pets, or cluttered backgrounds. Minimizing distractions in your workspace is crucial to maintain focus and professionalism during virtual meetings. A clean, organized, and noise-free environment lets you concentrate on the meeting's content and convey your dedication to the discussion.

6. Announce yourself (Introduction):

Introducing yourself when joining a virtual meeting, particularly in larger groups or when participants may not be familiar with one another, is a courteous gesture. It sets a friendly and inclusive atmosphere, making all attendees feel acknowledged and valued. This simple act of briefly stating your name and role can enhance the overall meeting experience by putting names to faces, even when participants are dispersed remotely.

7. Stay engaged:

Staying engaged throughout the virtual meeting is paramount. It means giving the meeting your full attention without engaging in multitasking, checking emails, or participating in side conversations. Distractions can lead to a lack of participation, hinder your understanding of the discussions, and create an unprofessional impression. Demonstrating attentiveness contributes to a more productive meeting environment.

8. Raise your hand (Digital hand-raise or announcements):

In a virtual meeting, it's essential to maintain order and structure to ensure a productive discussion. One way to do this is by using the digital hand-raise feature or specific phrases like "I have a question" or "I'd like to add" to indicate your intention to speak. This practice prevents interruptions and allows for a more organized and respectful exchange of ideas. It ensures that every participant has an equal opportunity to contribute and share their insights.

9. Clear and concise communication:

Effective communication is the cornerstone of a successful virtual meeting. Speaking clearly and concisely is crucial for conveying your message efficiently and comprehensibly. Avoiding long-winded monologues, jargon, or overly complex language is essential to ensure clarity and ensure everyone can follow the discussion. Clarity in communication promotes a better understanding of the topics under consideration.

10. Turn off app notifications during your remote meeting 

Digital notifications can be a significant source of distraction during virtual meetings. Maintaining focus and preventing interruptions require that you turn off non-essential notifications on your computer or mobile device. This simple step ensures that your attention remains squarely on the meeting, contributing to a more productive and respectful atmosphere.

11. Respect meeting length (Stick to schedule):

Respecting the scheduled duration of the webinars is essential for effective time management. Staying on topic and adhering to the meeting's agenda is a key aspect of this etiquette rule. By doing so, you demonstrate your commitment to using time efficiently and show respect for the schedules of all participants. This practice prevents unnecessary meeting extensions and ensures everyone can plan their day accordingly.

12. Tech preparedness:

Being technologically prepared for a virtual meeting is crucial to prevent disruptions. Try to familiarize yourself with the meeting platform, its features, and how to troubleshoot common issues. As part of the online meeting etiquette, it's important to let participants know the ground rules before the meeting with your virtual team. 

Conduct equipment checks in advance to ensure that your camera, microphone, and internet connection are functioning correctly without interruption. Technical difficulties during the meeting can be disruptive and require troubleshooting, which can waste valuable meeting time and frustrate participants. To avoid such experiences, ensure that your webcam and microphone is working properly. 

13. Follow meeting agenda:

Sticking to the meeting agenda is vital to maintain a productive and efficient discussion. Straying off-topic can lead to time-wasting and hinder the achievement of the meeting's objectives. Adhering to the agenda, you help ensure that the meeting stays focused on its intended purpose and that all relevant points are addressed within the allotted time.

14. Feedback and questions:

Encouraging a culture of constructive feedback and questions is essential in a virtual meeting. Constructive feedback fosters collaboration, improvement, and a better understanding of the topics. Asking questions when necessary not only clarifies any points of confusion but also encourages an exchange of ideas and diverse perspectives. This practice contributes to a more dynamic and productive meeting environment.

15. Follow-up (Summary and action items):

After the meeting concludes, it's good practice to send a summary or a list of action items to all participants. This follow-up step ensures accountability and alignment on the meeting's outcomes and any subsequent steps that need to be taken. It serves as a reference point for all participants and helps avoid miscommunication or misunderstandings regarding the decisions or tasks assigned during the meeting. Take advantage of new AI tools with transcriptions and meeting summaries, which can also be shared along with a recording of your session.

In todays fast pasted world where we are constantly communicating across multiple devices, virtual meeting etiquette may seem trivial, but getting the best results out of your virtual meetings is not something that happens by accident. From the agenda to virtual meeting platform selection and audience engagement, you must ensure everything is planned accordingly. Most importantly, it would be best if you endeavored to communicate the meeting etiquette and rules to everyone involved ahead of time. In managing remote teams, it is better to create standard operating procedures (SOPs) or checklists for your workforce, to guide everyone on best practice. By following the simple practical tips shared in this post you'll be able to ensure everybody stays on the same page from the beginning to the end of all your virtual meetings.

Frequently Asked Questions

What are the two examples of bad digital etiquette?

Interrupting others: Interrupting or talking over others during a virtual meeting is a clear breach of etiquette. It disrupts the flow of the discussion, can lead to misunderstandings, and shows a lack of respect for the speaker. Proper etiquette dictates waiting for your turn to speak and using features like the digital hand-raise to indicate your intention to contribute. Interrupting can hinder effective communication and create a chaotic meeting environment.

Multitasking and distractions: Engaging in multitasking or allowing distractions to take your focus away from the meeting is another example of poor virtual meeting etiquette. Whether it's checking emails, browsing the internet, or engaging in unrelated conversations, such behavior signals disinterest and can lead to misunderstandings and missed opportunities for participation. To maintain a respectful and productive meeting environment, you must give full attention to the meeting and minimize distractions.

What is a virtual meeting platform?

A virtual meeting platform is a software or online service that enables individuals or groups to conduct meetings, conferences, or collaborative sessions over the internet using video, audio, and chat tools. Platforms such as Teams, Zoom and Webex were the first technologies to pioneer in the space, where a user had to download a dedicated App to connect. However, recently more advanced and interactive solutions are now easily accessible straight from your browser, such as Cloudpresenter. These platforms facilitate remote communication and interaction, allowing participants to connect and share information from different locations on any device. They are valuable tools for remote work, online education, and other virtual gatherings.

What are the key features of a virtual meeting?

Key features of a virtual meeting include the ability to conduct remote discussions via video and audio, share screens and documents for collaboration, use text chat for real-time communication, schedule and organize meetings with calendar integration, record sessions for later viewing, and facilitate engagement through features like digital hand-raising, polling, and breakout rooms. These features enable effective remote communication, collaboration, and information sharing, making virtual meetings an essential tool for remote work, online learning, and connecting with participants from different locations.

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Virtual Meeting Etiquette: A Guide to Professional Online Interactions

By Oluwadamilola Osisanya

Published: December 2, 2023

Remote Jobs

Oluwadamilola Osisanya

Writer & Career Coach

Did you know that nearly 79% of working professionals believe virtual meetings can match or even surpass the productivity of in-person gatherings? In a world swiftly adapting to remote interactions, mastering virtual meeting etiquette has become as crucial as the handshake once was. 

This article offers an insightful guide to polishing your online meeting manners, ensuring your professional interactions are productive and exemplary.

Setting the Stage for Success

1. pre-meeting preparations.

Before the virtual handshake occurs or the first slide is shared, the foundation of a successful online meeting lies in thorough pre-meeting preparations , which are a cornerstone among best practices for virtual meetings. 

Here, we’ll delve into the critical aspects of technical setup and testing as well as environment and background considerations, ensuring that when the spotlight hits, you’re ready to shine.

• Technical Setup and Testing

Navigating the digital realm requires not just confidence but a reliable tech arsenal. Begin by ensuring your device is equipped with the necessary software updates and that the meeting application functions correctly. 

A test run is more than a mere formality; it’s an essential part of virtual meeting tips that can prevent an array of technical hiccups. Check your internet connection for stability and speed — a wired connection can be your best friend in preventing unexpected dropouts.

Confirm that your microphone and speakers are working well, providing clear audio that allows every word to be understood without strain. If using a webcam, it should be positioned at eye level to simulate direct eye contact with your fellow participants. Test these components before every meeting, as consistency in tech performance is never guaranteed .

• Environment and Background Considerations

Your visual presentation sets the tone just as much as your verbal contributions, which is why it’s one of the key virtual meeting tips to choose a professional and neutral background. Select a location that is both quiet and free from the likelihood of interruptions. 

Inform those around you of your meeting schedule to minimize unexpected disturbances . Additionally, lighting plays a crucial role — ensure you are well-lit, preferably with natural light facing you or a lamp that casts an even glow, avoiding harsh shadows or a silhouette effect. 

Remember, your chosen environment reflects your professionalism and can influence the perceived quality of your contributions to the meeting.

2. Punctuality and Logging In

In the virtual realm of meetings, setting the stage for success hinges on two pivotal practices: punctuality and a smooth login process.

• Arriving on Time

Timeliness is a cornerstone of professionalism, irrespective of whether the meeting space is physical or digital. Arriving on time for virtual meetings demonstrates respect for participants’ time and commitment to the agenda. 

Unlike traditional meetings where a quiet slip into a back row can go unnoticed, late entry into a virtual meeting often disrupts with announcing beeps or screen pop-ups, drawing attention to tardiness. 

Thus, being punctual is not only courteous but is an essential part of virtual meeting etiquette, maintaining the flow of the meeting.

• Avoiding Disruptions

Choosing a quiet space, minimizing background noise, and turning off notifications on your devices can help maintain a focused and professional atmosphere once the meeting is underway.

Adhering to these principles underlines respect for the shared digital space and sets a professional tone for the discussion to follow. 

By being punctual and minimizing disruptions, you contribute to a productive and efficient virtual meeting environment, allowing all participants to focus on the content rather than the complications of the medium.

Dress and Appearance – Tips for Virtual Meetings

The impression you leave in a virtual meeting can be as impactful as in a face-to-face encounter. Your dress and appearance are non-verbal cues that can either enhance or undermine your professional image.

1. The Importance of Dressing Professionally for Virtual Meetings

• Dressing professionally sets a tone of respect and seriousness for the meeting.
• It psychologically prepares you for a productive work mindset.
• Professional attire ensures you’re perceived as prepared and engaged.

2. Tips for Choosing the Right Attire

• Align your attire with the organization’s culture and the occasion’s formality.
• Opt for solid colors to avoid distractions and ensure good visibility on camera.
• Choose clothing that boosts your confidence, reflecting your attitude and demeanor during the meeting.

3. Grooming and Personal Presentation

• A well-groomed appearance suggests meticulousness and attention to detail.
• Simple and professional grooming is preferred; avoid looks that are too casual or disheveled.
• Remember that camera settings can exaggerate features, so aim for a natural and tidy appearance.

Video and Audio Etiquette

In the digital conference room, your video and audio presence can speak volumes before you even say a word. 

Mastering the technical aspects of your virtual presence is crucial, and these virtual meeting tips for video and audio etiquette are designed to maintain professionalism and enhance communication.

1. Appropriate Use of Video

• Video On When Necessary : Keep your camera on during meetings to reinforce engagement unless bandwidth issues arise or it’s a large meeting where the host prefers cameras off to minimize distractions.
• Framing Yourself Properly : Center yourself on the screen so that your face is clearly visible. You should aim to have your head and shoulders in view, which means adjusting your camera or seating position accordingly.
• Privacy Matters : Be mindful of privacy for both yourself and others. If you need to step away or attend to something personal, turn off your video.

2. Microphone Usage and Audio Considerations

• Mute When Not Speaking : Keep your microphone muted when you’re not the one speaking to avoid accidental noise disruptions.
• Sound Checks : Before the meeting begins, test your microphone’s quality and set the proper volume levels to ensure you’re heard clearly when it’s your turn to speak.
• Invest in Quality : Consider using a headset with a built-in microphone or an external microphone for enhanced audio quality, especially if virtual meetings are a regular part of your routine.

3. Minimizing Background Noise

• Choose a Quiet Space : One of the essential tips for virtual meetings is to conduct your meetings in a quiet, enclosed space where interruptions are less likely. Inform others in the vicinity of your meeting to avoid unexpected intrusions.
• Soundproof if Possible : While not always feasible, adding soft furnishings or soundproofing elements can significantly reduce echo and background noise.
• Immediate Mute for Sudden Noises : If unforeseen noise occurs (like a siren or dog barking), mute immediately if you’re not actively speaking to prevent it from disrupting the meeting.

By giving due attention to camera positioning, video practices, microphone quality, and background noise, you are practicing good online meeting etiquette, ensuring that your participation in virtual meetings is not only seen and heard but also felt in terms of your professionalism and respect for the shared virtual space.

Active Engagement and Communication – Online Meeting Etiquette

In a digital space where the traditional cues of in-person communication are absent, mastering the art of conveyance and reception becomes pivotal.

Here’s how professionals can maintain active engagement and uphold robust communication in a virtual meeting setting:

1. Effective Non-verbal Communication

Non-verbal cues are the silent orchestra of communication, harmonizing intent with expression, and in virtual meetings, their importance is magnified.

• Maintain Eye Contact : Look into the camera to simulate eye contact, making you appear engaged and present.
• Mind Your Posture : Sit straight to show attentiveness and respect for the participants.
• Use Expressive Gestures : Subtle nods or smiles can convey agreement or encourage contribution, replacing the myriad of small acknowledgments typically present in face-to-face interactions.

2. Using Chat and Hand-Raising Features

Digital platforms offer tools that can enhance communication when used correctly.

• Chat Wisely : Use the chat function to share relevant documents or to make a point without interrupting the speaker.
• Raise Your Hand : Virtual ‘hand-raising’ signals intent to speak, ensuring a seamless flow of conversation without talking over one another.

3. The Art of Listening in Virtual Meetings

Listening, especially in a virtual context, is an active effort to understand and process information.

• Show Active Listening : Nodding or giving verbal affirmations like “I see” or “That makes sense” throughout the meeting can affirm that you are attentive.
• Summarize Points : Briefly summarizing the speaker’s points before contributing can demonstrate that you have listened to and understood the preceding discussion.

Remember, these tips for virtual meetings are designed to enhance understanding and ensure that everyone feels heard and valued.

4. Avoiding Multitasking and Distractions

The temptation to multitask is often higher in a virtual setting, but it can be the bane of effective engagement.

• Close Unnecessary Tabs and Apps : To stay focused, eliminate the lure of multitasking by shutting down unrelated programs or browser tabs.
• Silence Notifications : Turn off notifications on your phone and computer to prevent distractions.
• Designate a Workspace : Choose a dedicated spot for virtual meetings to signal your brain that it’s time for focused work.

By adhering to online meeting etiquette for active engagement and communication, participants can ensure a level of interaction that not only mimics but often surpasses the levels of engagement found in traditional meetings.

These practices are not just a matter of courtesy but essential elements for the productivity and success of virtual collaborations.

Presentation and Sharing – Virtual Meeting Tips

The art of presenting and sharing in a virtual meeting is essential for maintaining professionalism and ensuring your message is communicated effectively .

Here’s what you need to know:

1. Sharing Screens and Content

• Preparation : Close unnecessary tabs and apps before sharing your screen.
• Privacy Check : Ensure no sensitive information is visible on your screen.
• Communication : Announce your intent to share your screen before doing so to prepare the audience.

2. Guidelines for Using Presentation Slides

• Clarity : Keep slides clear, concise, and visually appealing.
• Legibility : Use appropriate font sizes and avoid overcrowding slides with text.
• Engagement : Use the 5/5/5 rule and incorporate high-quality images to maintain interest.

3. Pointer and Annotation Tools

• Sparingly Use : Use these tools only to highlight critical points or guide through complex graphics.
• Proficiency : Practice with these tools before the meeting to ensure smooth usage.

4. Screen Sharing Etiquette

• Pacing : Maintain a pace that is neither too fast to follow nor too slow to engage.
• Attention : Give full attention to others when they are sharing content.
• Transition : Stop sharing promptly after your segment to refocus attention on the speaker.

Managing Meeting Dynamics

Navigating the virtual landscape requires a grasp of the best practices for virtual meetings, including technical readiness and an understanding of meeting dynamics for successful collaboration.

1. Moderating Discussions and Maintaining Order

Effective moderation is the linchpin of a well-conducted virtual meeting. The role of the moderator is to guide the conversation, ensuring that the discussion remains on topic and that all voices are heard in an orderly fashion . Key strategies include:

• Establishing Ground Rules : At the outset, clearly outline how and when participants should contribute . For example, deciding whether to use a “raise hand” feature or type questions in a chat can streamline the process.
• Keeping Track of Time : Allocate specific time slots for each agenda item and stick to them. This practice, a cornerstone of online meeting etiquette, keeps the meeting focused and respects everyone’s time.
• Facilitating Turn-Taking : To prevent crosstalk, the moderator should direct the floor to speakers, p

2. Handling Interruptions and Side Conversations

Interruptions can derail a meeting’s focus, while side conversations, although harder to spot virtually, can create disjointed experiences for participants. To manage these challenges:

• Address Interruptions Firmly and Politely : As one of the key tips for virtual meetings, if someone interrupts, the moderator should gently steer the conversation back on course, reminding participants of the meeting protocols.
• Utilize Technology Wisely : Features such as “mute all” can be invaluable in managing unexpected noise or participant interruptions.
• Discourage Side Conversations : Encourage attendees to keep all communication within the main discussion thread or chat and to avoid private messaging that is not pertinent to the meeting’s objectives.

3. Encouraging Participation and Input from All Attendees

A successful virtual meeting is one where all participants feel engaged and able to contribute:

• Invite Input : Actively solicit input from quieter members by asking for their opinions or suggestions on the subject matter.
• Create a Safe Space : Ensure the meeting environment is welcoming and all comments are received without dismissal or judgment , fostering a space where attendees feel comfortable sharing.
• Use Engagement Tools : Polls, breakout rooms , and interactive Q&A sessions can be effective in garnering participation and making sure everyone has the opportunity to contribute.

Q&A and Follow-up – Best Practices for Virtual Meetings

Navigating the question and answer portion and ensuring proper follow-up embodies the best practices for virtual meetings, which are critical for reinforcing a culture of effective communication and accountability. Here’s how to approach these aspects with professionalism.

1. How to Ask and Answer Questions

• Be Concise and Clear : When asking questions, be direct and to the point . Time is often limited, and clarity helps in getting a precise answer.
• Use the Right Feature : Utilize the ‘raise hand’ feature or type questions into the chat box if the forum is too large for open dialogue. This keeps the meeting orderly.
• Wait for Your Turn : Don’t interrupt while someone else is speaking. If a question comes to mind, jot it down so you don’t forget when it’s your turn to speak .
• Address the Right Person : When asking a question, address it to the specific person if it’s meant for them. If answering, begin by addressing the person who asked.
• Show Appreciation : Whether you’re asking or answering a question, a simple “Thank you” goes a long way in maintaining a positive atmosphere.

2. Properly Concluding the Meeting

• Summarize Key Points : Before ending the meeting, the host or a designated participant should summarize the key decisions and points discussed.
• Clarify Next Steps : Ensure that everyone is clear about the next steps. This might include deadlines, responsibilities, or upcoming meetings.
• Thank Participants : Acknowledge the contributions of the participants . A simple expression of gratitude can boost morale and the sense of team cohesion.
• Confirm the Meeting End : Clearly state that the meeting is concluded to avoid confusion, and give a moment for any last-second questions or comments.

3. Follow-up and Action Items

• Distribute Minutes Promptly : Send out the meeting minutes while the discussion remains fresh in participants’ minds, ideally within 24 hours.
• Highlight Action Items and Owners : Clearly outline action items along with who is responsible for each task and the deadlines.
• Set Reminders : Utilize project management tools or calendar reminders for follow-ups on action items to keep everyone on track.
• Offer Feedback Channels : Provide a way for attendees to give feedback on the meeting to improve future interactions.
• Acknowledge Completion : As tasks are completed, acknowledge the work done. This keeps the team motivated and focused on progress.

Adhering to these practices in the Q&A and follow-up phases of virtual meetings not only ensures that everyone leaves the meeting with a clear understanding of their responsibilities but also fosters an environment of respect and acknowledgment.

This leads to more productive meetings in the future and a strong sense of team collaboration.

As we navigate the landscape of remote work and digital collaboration, mastering virtual meeting etiquette has become indispensable. From when you log in punctually to the final seconds of closing a meeting, each action contributes to a seamless and productive online interaction. 

The key takeaways from our guide underscore the significance of punctuality, minimizing disruptions, engaging effectively during Q&A sessions, and the critical nature of structured follow-ups with clear action items.

The caliber of your professional presence in virtual meetings can greatly influence your career trajectory. It not only reflects your respect for colleagues’ time and contributions but also enhances communication efficacy, fosters collaboration, and upholds the integrity of the virtual workplace.

Implementing the guidelines outlined in this article is not merely about adhering to a set of rules; it’s about cultivating a professional demeanor that thrives in the digital age. 

As you incorporate these practices into your routine, you may find that they not only improve the quality of your virtual meetings but also enrich your professional relationships and productivity. Let’s embrace these virtual meeting etiquettes and set a standard for excellence in our online interactions.

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About the Author

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Virtual meeting etiquette: 7 tips for attendees

Start collaborating with Mural today

With more teams working remotely these days than at any other time in business history, it’s easy to forget there are still ground rules to observe. Many of them are common courtesy, and some are essential to leading effective virtual meetings. If you have recently switched to remote work or a hybrid work scenario, try to remember the golden rule: Virtual meeting etiquette is the same as in-person meeting etiquette (e.g., yes, you should wear pants) — except your pets may be making a surprise guest appearance.

Keeping focused and on-topic can be a lot more difficult with remote meetings because of the relaxed atmosphere of being in comfortable surroundings, but it’s not impossible. Here are some simple ways to make sure your online meeting is just as professional as if you were meeting your teams face-to-face.

7 rules for facilitating good virtual meeting etiquette

1. Prevent distractions, but plan for them to happen

A recent survey conducted among office workers in full-time jobs pre-pandemic by Udemy found that reducing distractions makes people more productive and increases motivation. Your attendees should be observant during a meeting — their focus should be on the agenda and on the speaker.

Related: 5 Tips to Take More Effective Meeting Notes

But interruptions happen. How you react to an interruption is just as important as how you would react in an office meeting. Pets, loved ones, and/or delivery people will occasionally walk on-screen or ring the doorbell during a remote meeting — don't overreact. It will result in losing focus during the meeting.

As the meeting facilitator, limit the distractions you have control over before the meeting starts. Check that phones are off (or, let’s be real, muted), check to see you have everyone’s attention and make sure your work area is secure and private. Also, practice looking directly at the camera when speaking, and encourage others to do so as well to show everyone they have your complete attention.

Suggestion:

Invite everyone to take a moment to close their emails and give their phone a 'rest' for a while. In a longer workshop, build time in for breaks to check for urgent requests and let participants know this will happen, so they don't feel worried about missing an important notification.

2. Limit side conversations from the attendees

Having a chat while a meeting is going on is not necessarily a bad thing — it keeps communication open and allows a collaborative transfer of ideas. But a side conversation in a remote meeting should be a quick, informal on-topic message in chat. Anything more complex is distracting, and attendees could lose focus.

Participants should quickly table any side chat that requires a complex or intricate discussion. In order to keep the meeting on track, schedule a separate time for a post-meeting discussion.

Using a visual collaboration platform turns the idea of side conversations on its head — rather than worrying about distractions, having a shared digital space allows meeting participants to engage directly with one another in a constructive (and productive) way, moving initiatives forward.

3. Come prepared and on time

Although this seems like common sense, many people will scramble as the virtual meeting starts to find notes, files, paper and pen, or some other item you need to engage in the meeting.

This is another distraction that’s prevented by keeping a simple (mental or physical) checklist of all the things you need ahead of time. Also, try to log in a minute or two before the meeting start time in case you run into any technical errors and need help. No one wants to start a meeting while the facilitator is getting their material together.

Related: How to Hold Effective Meetings: 6 Expert Tips

Another element of being prepared — distributing the meeting agenda before the meeting. You want your participants to come combat-ready with questions and feedback.

Use the who/what/why framework for meeting invitations. Add one line about the purpose and add the link to the mural and other documents into your calendar invitation. This gives everyone enough context to begin the meeting and have all of the information accessible when you begin. Hold 5-15 minutes in your calendar before a meeting so you have time to review and prepare and invite others to that pre-session time to prepare on their own.

4. Decide on a "muting" policy

Do you keep all mics on or muted during the meeting? Most facilitators will ask for mics to be muted unless speaking. But to preserve the integrity of sharing and collaboration, you want to keep the mic on in some cases.

When to keep mute off

Human communication involves a lot of cues, mostly nonverbal, which are conveyed by correct and constant monitoring of the subject. 70% of communication is non-verbal, according to research on non-verbal cues in tense and conflict situations.

A meeting facilitator has to be mindful of accurately identifying non-verbal cues to lead a meeting and “read the room.” These cues include tone of voice, inflection, gestures, facial expressions, and reactions to other speakers.

You should also be aware of non-native speakers at the meeting. Many times these attendees rely on facial expressions and non-verbal cues to get the full context of a response — a good reason to not mute a meeting.

When to mute

There are definitely situations where placing everyone on mute is a good idea. Large video calls can get messy — mute attendees where there are over five people in a meeting. You should also ask participants to mute when background noise is extremely loud or distracting, when they are in a public space (café or park), or whenever you hear a feedback echo.

Since every meeting is different, it helps to set expectations about how to engage upfront. Use the time reviewing the agenda to let everyone know when it's time to come off mute and participate. In the meantime, invite and show them how to use reactions in a mural to express themselves with a "thumbs up" or "heart" even while they're muted. In the meeting invitation, use words like 'video-on,' 'interactive' and 'discussion' to let people know it will be more than just a presentation.

Again, one of the best ways to build better connection and engagement is through the use of a visual framework in a shared digital space. If there are potential language barriers, or a wide range of comfort levels regarding speaking in a group setting, platforms like MURAL help alleviate those issues by offering concrete means to engage through visual collaboration.

5. A meeting leader should never leave the room

Except in cases of extreme emergencies, leaving the room during the meeting is almost as disruptive as walking out in the middle of an in-office meeting. There are exceptions, but a more considerate and less distracting tip would be to discreetly stop the video on your teleconferencing software or maybe disable the camera for a quick moment.

Always leave a chat message to let the team know you will leave and for how long so they can defer important conversations until you return.

6. Your background is just as important as your face

Your background says just as much about you as your appearance does. And when your background contains inappropriate or private information, it could be disruptive and damaging — especially if you're leading the meeting.

Many video conferencing apps offer a blurred background feature or allow you to customize your own. If your software does not, however, or you are unsure how to use it, take a minute to make sure the range of your web camera doesn’t pick up anything that might offend anyone at the meeting. Just as you wouldn’t hang anything offensive or inappropriate on the walls of the meeting room at work, take care to do the same in your remote workspace.

7. Opt for shorter meetings

A short meeting leaves less time for distractions to grow. The attention span of your attendees is important, which is why quick 15-minute meetings with clear agendas are so effective.

TED Talks limits their talks to 18 minutes (with many coming in much shorter) because they clearly feel that the attention span for average viewers is less than 15 minutes. Shorter is better, according to Ted Talks. This can be applied to your meetings as well.

Allot 15 minutes, then add incremental time as the agenda calls for, but shoot for a 15-minute end goal. If your meeting is a daily stand-up, the keyword is stand — have your attendees stand for meetings of fifteen or fewer minutes to keep them focused. It helps to sharpen focus, keep agendas on track, and keep attendees motivated, even if they’re remotely attending your meeting.

Related: 6 Tips to Make Daily Stand-ups More Effective

Remote meeting checklist

Here's a short checklist to bring to your next remote meeting:

Before the meeting:

• Log in two minutes before the meeting to identify any technical problems
• Is the agenda set, and has it been distributed?
• Has the time slot for the meeting been cleared and accepted by all attendees?
• Have you checked your background?
• Do you have all your necessary files/reports/note-taking items?
• Are all phones on mute/silent?

During the meeting:

• Go around the room and make introductions
• Set the guideline for how speakers ask questions. Raised hands? Chat queries?
• Mute your mic if you’re in a public place or if background noise is an issue
• Speak directly into the camera, not at your screen
• Use a clear voice, keep your volume consistent, and speak slowly but firmly
• Record the meeting if possible

After the meeting:

• Summarize and distribute the meeting notes or minutes
• Follow-up with attendees and act on feedback

Bottom line: Treat your remote meetings with the same respect as in-office meetings

Just because every weekday suddenly turned into casual Friday doesn’t mean facilitators should abandon professionalism because they’re not face-to-face with their teams. It’s even more important now with remote work because a focused, energized meeting doesn’t waste time, and it gives your team the bandwidth to concentrate on their core work.

More to discover

The Mural template library has hundreds of examples to kickstart your meetings, from icebreakers and team building exercises to Agile ceremonies.

Here are some helpful templates and resources for common use cases:

• Meeting Notes Template
• Daily Scrum Meeting Template   ‍
• One-on-one Meeting Template
• Why you should set meeting ground rules

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Virtual Meeting Etiquette: Best Practices

Updated: July 23, 2024

Published: April 04, 2023

Wearing sweats instead of suits. Dogs barking in the background. Video cameras off. What’s rude to one founder may be A-OK for another. 

Sure, some mishaps on camera are fine, but others are easily avoidable.

But the only way to know what’s “allowed” is to establish ground rules for virtual meetings to avoid embarrassing yourself (and your employees).

What is virtual meeting etiquette?

Virtual meeting etiquette is the set of rules and guidelines that participants must follow during a virtual call with co-workers. Although you’re not in the same physical space as your colleagues, it’s still important to maintain professionalism and respect for everyone in the meeting.

For instance, you should still be on time for virtual meetings, just as you would for an onsite meeting. 

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Importance of virtual meeting etiquette

Virtual meeting etiquette should be the foundation businesses use to promote effective communication among employees. 

Proper etiquette during virtual meetings can achieve this by:

• Maintaining respect for everyone : Having guidelines that promote fairness during meetings will ensure everyone feels heard and valued. 
• Keeping meetings focused : Meetings that go off track can be unproductive and a waste of time. Effective rules can help keep presenters stick to relevant topics and prevent participants from veering away from the purpose of the meeting. 
• Ensuring professionalism : Different employees may have different ideas about dress codes and meeting behaviors. Having rules for attire and mannerisms will ensure everyone’s on the same page. 

Virtual team meeting etiquette

Establishing ground rules for your virtual meetings will ensure no one makes the mistake of offending their colleagues, boss, or client. 

Here’s a nonconclusive list of remote meeting rules you can employ to improve productivity. 

1. Arrive on time (and end on time)

Set a time for an upcoming meeting and notify everyone of when it’ll occur. Ask team members to arrive five minutes early, so no one’s waiting around when the meeting starts. This is especially critical for key speakers who will present information. 

It’s also ideal to set a time limit for speakers and topics to ensure the meeting ends on time. If needed, do a hard stop and then continue the discussion in the next meeting or follow up with a post-meeting email.

2. Avoid multitasking

It’s tempting to check your email, texts, and other apps during a call. Yet this is poor etiquette, even if you’re not speaking during the meeting. Encourage attendees to be more engaged by turning off their phones and computer notifications. 

3. Notify others before leaving

Dropping out of a meeting without warning leaves others wondering what happened. This may halt the meeting while they wait for your return, even if you don’t plan to get back. 

Be courteous and let others know you must leave the meeting early. If you know this in advance, then let your team know to expect your departure at a specific time. 

4. Don’t disrupt speakers

There are scenarios where interrupting the speaker to ask a question once or twice is OK. But if it happens too often, it can prolong the meeting and frustrate others. 

Instead, use the chat function to ask questions, or the raise hand function to indicate you have something to say. This will minimize disruptions, and the speaker can contact you later if a question went unanswered. 

5. Take notes (without the clickety-clack of your keyboard)

Taking notes during meetings is a good way to keep track of critical information, but it can also be a distraction. It removes you from the discussion — and if you’re using a keyboard and aren’t muting your microphone, then the sound of clicking keys might distract your team. 

The alternative: Write notes with a pen and paper, or use a tool like Otter.ai to record and transcribe the meeting automatically. 

• Mute yourself when you’re not talking

Turning off the mic when you’re not talking ensures unexpected noise and disruptions don’t interrupt the speaker, though you could make the occasional exception. 

“Some virtual meeting facilitators recommend all attendees mute themselves at the beginning of sessions,” says career coach Dr. Kyle Elliot. “Assess if this makes sense for your meeting. For example, having dozens or hundreds of unmuted attendees can quickly become disruptive. But asking participants to keep themselves unmuted in smaller meetings can lead to livelier conversations.”

7. No munching on snacks 

Some meetings run into lunchtime or dinnertime for participants. It’s difficult to pay attention when your stomach’s growling, so snacking on a bag of chips or a few cookies seems ideal — but not with your camera and mic on. If you’re going to snack, turn both off until you’re done. Give your teammates a heads-up that you’re going silent, but will continue listening. 

8. Create and send the meeting agenda to participants

Meetings are more productive when the right people are attending and they’re prepared to engage. By creating an agenda, you can identify who needs to attend. And sending participants an outline allows them to prepare ahead of time. 

9. Be mindful of time zones and cultural boundaries

If you’re working with teams across the globe, be mindful of the day and time you choose for your meetings. Some members may have religious practices, such as no work on the Sabbath (e.g., Friday evenings). Others may have to stay up well past midnight to accommodate your lunch-hour meeting. 

If you’re unsure, then send out an email offering days and times for everyone to vote on. Worst case, you can send a recording or notes from the meeting if someone can’t attend.

10. Look at your camera and speak clearly

It’s tempting to gaze around the room or at the participants on your computer screen while speaking in a virtual meeting. However, this makes you feel disconnected since you’re not looking at the participants straight on. 

Staring into your camera eliminates this issue. Try taping a photo near the camera to direct your eyes to the right place.

This is also a good practice you should implement to ensure you have effective meetings. For more tips, check out this video.

11. Introduce members of the team

If you’re having a meeting with clients or others outside of your business, then introduce each person and their role. Another option is to have each person introduce themselves. You can call on each person so it’s done in an organized fashion (vs. multiple people talking at once or no one taking the initiative to go first). 

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Virtual meeting etiquette tips for one-on-ones

Often, you may be meeting with a team member or manager alone. Here are a few tips for when you’re going into a one-on-one meeting:

• Turn on your mic and camera : Since this is a one-on-one meeting, it’s better to have both on to keep the conversation engaging. Plus, it’s awkward staring at a black square or hearing nothing from the other end during a two-way conversation. 
• Actively listen : Since you’re the only other person on the call, it’s rude to look away from the camera for long stretches or type away on your keyboard. Pay attention to the participant, and use verbal and physical gestures to show you’re following along. 
• Test your equipment before : Having technical difficulties during a one-on-one meeting is worse than in a team meeting, because without you the meeting can’t move forward. So test your camera, lighting, and audio to ensure it’s working. If you’re using a new platform, practice and make sure you know how it works.

Virtual meeting etiquette for participants

Participants in a meeting are those who aren’t presenting — including those who are outside of your company. It’s ideal to have ground rules for team members and outsiders to follow to ensure the best experience for everyone. 

For example, you can request:

• RSVPing to the meeting
• Beginning with introductions
• Having cameras on at the start of the meeting
• Muting the mic while not talking
• Using the chat feature to ask questions or share information during a presentation
• Arriving before the meeting begins
• Finding a quiet and private place to have the meeting
• Not eating any food during the meeting (drinks are fine)
• Learning the software controls in advance

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Virtual Meeting Etiquette: 22 Must-Follow Guidelines

Written by Molly Hocutt

Download the virtual meeting kit to get templates to help you prepare productive meetings.

Remember when co-workers had no way of knowing if you were still in your pajamas or what was written on your favorite novelty mug?

Well, things have moved on since 2019. This is now a world of virtual teams, virtual meetings, and virtual etiquette.

But virtual meeting etiquette and ground rules aren’t just about ruining your workday lie-ins – they show you’re considerate of others, help teams be productive, and contribute to better online experiences for everyone.

So no more crunching and rustling into other people’s headsets – check out our dos and don’ts of virtual team meetings.

Livestorm's Virtual Meeting Kit

Download Livestorm's virtual meeting kit to host efficient virtual meetings using our meeting preparation checklist, agenda and minutes templates.

Why is virtual meeting etiquette important

Virtual meeting etiquette helps create a positive environment where people can collaborate online.

By being aware of the unwritten ground rules of virtual meetings, you can get more out of your video conferences and make a solid impression on other meeting participants (and, you know, generally stop embarrassing yourself).

What Virtual Meeting Ground Rules & Etiquette are Best?

Make your online meetings more enjoyable for everyone by following a few simple ground rules. Here are some virtual meeting best practices we discuss below:

Prepare a clear agenda

Begin with a round of introductions, minimize distractions, take breaks, be responsive, limit your keyboard use, record and share the meeting, close with what’s actionable, virtual meetings etiquette and ground rules for hosts, make sure you understand the software.

Knowing the ins-and-outs of your online meeting software isn’t just a matter of looking like a pro, it’s also practical.

Just as it’s useful to check in with a “Can everyone see my screen?” when you share a graph or document, you should be confident everything’s in place on your side for the collective response to be “Yes!”

If you invite your team to brainstorm on a whiteboard, what should be a fun, productive activity will go flat if you’re scrambling around trying to get things going.

So be sure you’re comfortable with event creation, inviting guests, and sharing media, and familiarize yourself with your platform’s technical requirements and engagement features.

The all-in-one solution for meeting software etiquette? Choose a video engagement platform that’s super easy for everyone to use.

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Outside of birthdays, people don’t like surprises, so have a clearly structured agenda for your virtual meetings to be shared with attendees before they start. \

A clear meeting agenda helps you stay on track and cover all the key areas of discussion. It should also give people the chance to think about how they can make a meaningful contribution to the proceedings.

Dress appropriately

Note that dressing appropriately isn’t the same as dressing formally. In fact, natural and casual is absolutely fine.

People like to see the real you, so if your four-legged friend video-bombs, no worries. Family pics in the background? Great. PJ’s and a bathrobe? Not so much.

Be punctual

A sure-fire way to get off to a bad start is to have people waiting for you – but sticking to the time isn’t only about when you arrive, so don’t let things run late, either.

Itemizing your meeting agenda will help with this, but also try to avoid too many talking points in a single meeting.

Remember to allow for some light chat at the start of your meetings and once things are underway, complete each topic with what’s actionable – then swiftly move on.

Speak to the camera

It’s said that you should speak to the camera at all times. In reality, that’s not very practical for virtual meetings, but if you’re presenting a topic, try to avoid speaking to one person at the bottom of your screen the whole time.

That said, especially in virtual sales meetings or webinars, speaking to the camera can help engender trust and engage your audience. But most of all just be friendly (be you!) – which will encourage attendees to be responsive when you ask them questions, engage them in the chat and launch polls.

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For a more formal virtual gathering, a friendly opening to introduce yourself, a panel, or attendees, can help settle everybody down. It also gives late arrivals the chance to creep in without missing anything, and sets a collaborative tone for positive, engaging meetings .

Your virtual meeting platform should provide a safe environment for your data, but encryption protocols can’t help attendees unsee your accidental screen share!

So observe online meeting etiquette and deactivate notifications, turn off social media and chat apps, and only keep open the tabs and windows you need.

Avoid distracting gestures

When participating in a virtual meeting, it's important to maintain a professional demeanor. Steer clear of fidgeting or excessive hand movements, as they can be visually distracting and may hinder effective communication.

Find a comfortable sitting position, keep your hands relaxed, and maintain good posture throughout the meeting.

Use non-verbal cues to show engagement

While virtual meetings lack the physical presence of face-to-face interactions, it's still important to show engagement and active participation.

Utilize non-verbal cues to let others know you are actively listening and engaged.

A simple nod or smile can convey your agreement or understanding. These non-verbal cues foster a sense of involvement and encourage open communication among participants.

Be respectful while others are speaking

In any conversation, whether virtual or in-person, it's crucial to show respect and attentiveness when others are speaking.

Allow each participant to express their thoughts and ideas without interruption, ensuring a harmonious and respectful environment.

By actively listening and patiently waiting for your turn to speak, you contribute to a more productive and inclusive meeting experience.

A good ground rule for virtual meetings is that any meeting longer than an hour should include a break – but a break doesn’t have to be a full-on intermission, just look to change things up for five or six minutes.

Share a short video, create an in-meeting poll, or take some time to answer questions – any of these will give people the chance to relax and reset.

There’s no need for laborious note-taking if there’s a meeting recording, so choose a platform that has automated replays and let participants know they’ll be sent the recording by email immediately after the meeting ends.

With the best video engagement platforms, automated email and recording is easy to set up when you create your event, all hosts have unlimited storage for meeting replays, and you can see who watched the recordings in your analytics dashboard.

And if someone you invited misses the all-hands ? Well, they get a recording, too – so it’s easy to catch up.

One of the most important tips for virtual meetings is to wrap things up professionally and positively.

How you go about this will depend on your event, but in closing, there should be a summary of key ideas, along with the actionable points and any related information.

One way to do this is to invite final comments from each speaker or attendee and share relevant links in the group chat for reference.

Also, you could create a poll (you can do this before or during the meeting) to see what the team thought went well during the meeting and what could be improved. This is a great way to show you value what the team has to say and help your meetings get better and better!

Virtual meeting etiquette for attendees

Start on mute by default.

Background noise can come through very loud on other people’s devices, so stick to virtual meeting best practices and keep your mic on mute, only activating it when you’re about to speak up. You might want to mute Netflix, too.

Note: Livestorm has handy shortcuts – to mute, just press “M”, and if you’re on mute by default, hold down “M” to speak.

Minimize movement

It’s not just your audio that can be a distraction, so keep movement to a minimum.

Have your glass of water within easy reach before you join the meeting, and check that your device is on a solid surface – if your computer is on your lap, your whole screen will move around any time you adjust your seating.

Your body language makes all the difference to how you’re received and also to an event in general.

A small nod or smile shows you’re engaged in what others are saying, and reaction emojis can be a fun way to show you like something – or disagree.

Go into your session with some questions prepared so that, when asked, you’re ready to contribute. Your willingness to engage and interact will encourage others to do the same, which makes for a positive and informative virtual meeting. Our post on [7 ways to make your online meetings more engaging] (https://livestorm.co/blog/engaging-online-meetings) covers more ways to do this in detail.

Have a clear background

Don’t feel the need to attend your meeting in front of a blank wall, but find a tidy location free of background activity.

Video conferencing etiquette also covers keyboard use. Other participants will notice if you’re busy typing instead of paying attention. Plus, if your mic isn’t on mute it’ll come through loud and clear on other people’s devices.

Use chat or raise your hand feature to contribute

Virtual meetings often involve a large number of participants, making it challenging for everyone to speak at once.

To contribute or ask questions without interrupting the flow of the meeting, make use of available features like chat or the virtual hand-raising option.

Utilize the chat function to type your questions or comments, which can be addressed by the speaker or moderator at an appropriate time.

Alternatively, use the raise your hand feature to indicate your desire to speak, ensuring that the meeting proceeds smoothly and all voices are heard.

Avoid eating

Eating during any meeting other than a business lunch is a big no-no, and virtual meetings are no different.

You’re likely no more than a few inches from your webcam and coming through in glorious HD, so limit intake to a few discreet sips of water or coffee.

Don’t interrupt, use the question tab

Instead of trying to squeeze your point in before others have finished speaking, simply add your question to the designated question section of the meeting room, and the group can address it once the main point’s been discussed – a great way to finish up each section as the team goes through the meeting agenda.

If it’s the end of the meeting, a short and sweet thank you and goodbye is perfect. But if you’re leaving early and don’t wish to interrupt, just add your goodbye with a brief explanation in the chat before making a discreet exit. It shows consideration for your team, and no interruptions required.

Make virtual meetings simple and fun

Virtual meetings don’t need to be online replicas of the boring office meetings of yesteryear – with video engagement features , like whiteboards, emoji reactions, video sharing, and private chats, your virtual meetings can be fun, collaborative, and productive.

Also, the best virtual meeting platforms are incredibly simple to use – everything’s in your browser , so participants just click the link and they’re ready to go!

And now that you have a wealth of virtual meeting etiquette in your armory, there’s nothing to stop you from having the best online meetings .

Frequently asked questions about virtual meeting etiquette and ground rules

What should you do if you need to leave a meeting.

When leaving a virtual meeting early, use your best judgment, but a discreet way to leave without interrupting anyone is to drop a quick goodbye and explanation in the chat before you go.

What are the benefits of virtual meetings?

The best virtual meetings bring remote teams together, allowing them to present and share ideas, collaborate, and bond.

Host productive meetings

Use these templates to get more out of your virtual meetings.

About the author

Molly Hocutt - Content Manager

Molly joined Livestorm in 2019 as a Content Manager and manages written content production. Her work focuses on lead generation and organic website traffic.

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Virtual Meeting Etiquette: The 20 Ground Rules For Virtual Meetings

If you've been enjoying working remotely since the pandemic, you're in luck – remote work is here and it's here to stay. You might think that it's temporary, but rest assured it will continue to be the norm in one form or another – companies can go 100% remote (like Twitter ) or they can operate a hybrid model (like Microsoft But even if you find yourself working from an office again in the future, you can't avoid the remote revolution altogether because there will always be individuals or teams that are working remotely and you'll need to collaborate with them.

Online meetings were around before COVID-19 took the world by surprise, but our use of them skyrocketed over the two years. What's interesting here is that, with the onset of the global pandemic in March 2020, Cisco reported that their employees have spent over 5.5 billion minutes attending virtual meetings in just the first 11 days of lockdown. It's true – the pandemic has forever changed the landscape of meetings!

One thing's for sure – it's time for us to get our act together and brush up on your meeting etiquette.

While companies worldwide have experienced a massive influx of online meetings, most of us are still guilty of falling victim to meeting faux pax. We'll get to how you can get this right shortly, but first, why is virtual meeting etiquette even important?

• Why virtual meeting etiquette can no longer be ignored

Just like any other social situation, virtual meetings also come with their form of etiquette.

Navigating from in-person meetings to virtual ones may have relaxed the norms from dressing casually to even grabbing a quick snack in between (when you’re not on a call, of course).

Reports show that over 17% of people have witnessed their colleagues engage in bad behavior while on a remote meeting, in the UK.

Besides that, “at home” behaviors like family interruptions are still considered acceptable. However, being a little too ‘at home’ by turning up for meetings in your PJs or worse, boxers, saying inappropriate things, or arguing with a family member is unacceptable.

Let’s not forget that just as we are expected to maintain a level of professionalism in an office setup, the same is expected from us while working from home.

This might seem overwhelming at first but fret not – we’ve got you covered. You can simply follow a few rules that will enable you to ace every virtual meeting from here on out. Keep reading!

20 golden rules of virtual meeting etiquette

Rule #1: turn up early.

“Right on time is 5 minutes late.”

This one still holds true, even in a remote setup. Remember how we used to time our coffee breaks in the office to make it to a meeting on time? Great, now keep that up for your virtual meetings.

No one likes to be kept waiting on calls. So if those calendar notifications aren’t getting the job done to keep you showing up on time, set up a reminder on your phone or another device to help yourself show up 5 minutes early. This gives you enough time to set up your equipment, make yourself comfortable, and be well prepared with the agenda to dive right into the call.

Rule #2: Test your tech before the meeting starts

“You’re on mute”, “We can’t see your screen”, “We lost you there for a minute” – these online meeting tropes happen more often than we’d like to admit.

Testing your tech and ensuring that you have a strong internet connection, is great for starters.

The entire purpose of online meetings is being able to listen, speak to, and see each other just like you would during in-person meetings. So take time out to ensure your webcam is working fine, test your audio, and when you need to speak up – please ensure that you’re not on mute.

Rule #3: Mute & start with video off by default

Before you hit the button to ‘join’ the meeting, ensure that you’re on mute and that your video is off by default. This helps you take stock of the situation, know who the call attendees are, and check your surroundings for possible sounds that could seem distracting.

The last thing you want to do when you enter a virtual meeting room is to make a ruckus that derails the flow of everything. If the dog starts barking and chaos ensues in the background right when you join, you’ll be the source of a huge disruption. Once you’ve entered the meeting room and taken a moment to see what’s happening, then you can safely unmute and switch your webcam on.

Rule #4: Choose the right online meeting software

Calendar scheduling & video conferencing software have taken over our everyday lives – we see the likes of Zoom and SavvyCal helping teams collaborate and thrive in the new normal.

Although Zoom is brilliant, you still need to install the software on your phone or desktop and familiarize yourself with specific Zoom etiquette in additional to general meeting best practices . So, if you or your counterpart is looking for a browser-based conferencing solution, check out Whereby (I love it) and the good ol' Google Meet Before you set up that virtual call, ensure that you go for an online meeting tool that is widely used and is simple to set up. Your coworkers should be able to get on the call easily without any confusion or back-and-forth.

Rule #5: Take the call in a quiet environment

When you have an important call that you need to take, ensure that your background is not distracting and is work-appropriate (bookshelves are always a safe bet).

You also need to drown out any background noise – make sure that you’re seated in a quiet place free from any clutter or sounds that could be disturbing to you and your teammates during the call.

You might be tempted to take a call at a bustling coffee shop or airport terminal, but ultimately you might be better off rescheduling or skipping if you won’t be able to properly take part in the meeting.

Rule #6: Begin with a round of introductions

If you’re the host and some attendees may not know each other, it’s always polite to introduce yourself and get started with a quick round of hellos before digging into the agenda.

This is important to follow especially when you have new teammates on board or when you’re making a call with clients or external folks. Take a minute or two out to introduce everyone by their names and the roles or companies they work for.

Related Reading: How to introduce 2 people over email

Rule #7: Always add the meeting to the calendars of all attendees

In the office, you might be able to rely on co-workers to give you the cue about a meeting starting. But when doing remote work , you have no other choice but to “live and die by the calendar.” If a meeting isn’t on the calendar, it might as well not even exist.

Don’t expect anyone to create a reminder or calendar event for themselves. When you send out an invite, make it a point to add the meeting to the calendars of all those who have been invited to the meeting. Syncing up these online meetings with everyone’s calendars is a great way to notify them in advance about an upcoming call.

Also, rely on RSVPs. In advance of the meeting, check who has YESed or NOed. If a key stakeholder hasn’t responded or has responded “NO” to your meeting request, you might want to consider rescheduling the meeting altogether. And when you do this, don’t forget to let everyone know the same with the updated date and time.

Related Reading: How to send a Google Calendar invite

Rule #8: All hail the Agenda

As per a recent survey , it was reported that 95% of attendees in a meeting said that they lose focus and drift off! Having a meeting agenda is the single best way to combat this.

Without an agenda, it’s too easy to go off-topic, ramble about meaningless details, or cover things that aren’t relevant to everyone attending.

With a clear agenda for the meeting, the attendees will be more engaged, focused, and may even want to chime in with their thoughts since the agenda keeps everyone on the same page. Agendas are forcing functions to only talk about the most important, relevant topics needing discussion. You can use tools like Hypercontext to seamlessly set meeting agendas directly within the calendars.

Rule #9: Do your homework before the meeting

Turning up for meetings unprepared is a surefire way to waste yours and others in the meeting’s time.

When you know that a meeting has been scheduled, take time out to go over the agenda, prepare notes and comments that you’d like to make during the call, and complete tasks that you need to report on beforehand.

Alternatively, if you’re setting the agenda for the meeting, make sure to provide as much detail as possible to allow everyone attending to adequately prepare ahead of time. Include bullet points to be discussed in the meeting, supporting documents that others should review, and links to anything that will be referenced.

Not only will this impress others in the meeting, it will also help you stay focused and result in a more effective meeting overall.

Rule #10: Take detailed notes throughout

At least one attendee should jot down the important points being discussed during the meeting. If there was an agenda set ahead of time, it can act as an outline for note taking. Whether notes are being written by one person or by everyone attending collectively, notes help ensure the meeting results in decisions, next steps, future discussion points.

Tools like Fireflies , Grain , or Hugo make note taking a breeze. But ultimately you should decide which note taking method or tools works best for you and the rest of the attendees.

Rule #11: Let your family and friends know that you’re in a meeting

Whether you have a dedicated workspace or not, it’s considerate to let everyone you live with know that you’re on call so they don’t accidentally disturb you. If you have an office or dedicated room for working, you might develop signals like closing the door or hanging up a small sign when you’re in meetings. Or if you’re in a common space, you might share your schedule with everyone who uses that space in advance so they don’t disrupt the meeting.

If you have kids or pets, ensure that they are kept occupied with activities or games during your virtual meetings. The idea is to minimize commotions and any form of distractions that could hamper the meeting. Life happens — there are always going to be minor disruptions and things that happen outside of your control — but communicating your meeting schedule can help minimize the times you have to step away from the meeting.

Rule #12: Turning your webcam on? Look directly into the camera

If you’re not a fan of video calls, you’re not alone. But using your webcam is a great way to help meetings feel more personal, engaging, and lively. So if you do happen to be in a meeting where webcams are on, you might as well learn how to make the most of it.

As much as you can help it, try to build a habit to look right into the camera. We often look at ourselves or the other attendees on the screen. But from the perspective of someone you’re talking to, it might not look like you’re talking to them at all, which can create an unnatural dynamic. Staring right into the camera may seem awkward at first, but it makes the conversation flow more naturally and helps attendees feel like you’re talking directly to them, mimicking the face-to-face experience…

Rule #13: Fix the lighting

If you’ve decided to keep your webcams on, you need to ensure that you’re seated in a well-lit place. Proper lighting is the biggest factor to your appearance on video.

You don’t want to look like a mysterious figure about to demand a ransom from the shadows of a dark room.

Sit facing a light source or a window with ample natural light pouring in to achieve the best lighting for your video calls. Or better yet, get your hands on a ring light that has been built specifically for this purpose. Ring lights can be outfitted directly to the back of your monitor or on a stand behind your computer.

Rule #14: Stay focused – avoid any form of distractions

With no one looking over your shoulder or around to see you occupied with something else, it’s tempting to go check Twitter or Amazon in the middle of a meeting. Access to other sites is wreaking havoc on our ability to focus.

Devoting your undivided attention during meetings is no easy feat, but it’s important to be present for everyone attending. Out of respect, pay attention and keep away anything that could distract you from what’s going on in the meeting.

Rule #15: Don’t rush – speak slow and clear

Public speaking is the world’s number one cited fear, and virtual meetings are no exception. A time crunch, unfamiliar technology, and nervousness can result in speaking too fast, jumbling words, or forgetting important details.

Even with how far technology has come the past decades, we’re still not immune to poor bandwidth and audio quality issues. Remember to speak clearly and slightly slower than you might in person so that everyone in the meeting can understand you. Without the same nonverbal cues to go off of, it’s important to allow attendees moments to interject with a comment or question. Take your time and allow the meeting to run its course with the time you have — you can always schedule another for anything you don’t cover.

Rule #16: Do your best not to interrupt others

While we’re on the subject, another point to keep in mind is to avoid interrupting others while speaking.

In person, you may be able to quickly interject or slide in a comment that doesn’t disrupt conversation. But due to internet lag and the difficulty of mixed audio sources, it’s nearly impossible to understand people talking over each other in a virtual meeting.

Sure, you’ve just thought of a big idea or you beg to differ, but wait for the other person to finish before you jump right in. Some consider virtual meeting etiquette to include unmuting yourself as a signal that you want to jump in with a question or comment. You might also consider a quick hand signal to the webcam or a quick “If I can add a comment…” before you begin talking.

Rule #17: Need to leave the room? Be sure to excuse yourself

During an online meeting, you may need to get up and leave the room because there is someone at your door or you need to attend to a family member – be sure to inform other participants on the call and excuse yourself before you leave the room.

Explaining the reason you’re leaving temporarily is optional, but inform them for how long you would be away and try to return as soon as possible. Leaving abruptly without reason can actually be more disrupting because attendees will be confused why you’ve left and wonder if they should continue or not.

Rule #18: Dress appropriately – opt for business casual

While you might not have to dress as formally as you did going into the office, sitting in your PJs is never a good idea.

The way you dress will always leave an impression, positive or negative. Business casual is a safe bet for 90% of meetings. At the very least, make sure you’re not wearing anything you’d be embarrassed of if your full body was in view. Avoid inappropriate graphic tee shirts and anything that looks like you could wear it to bed.

Rule #19: Keep those snacks away

When you’re working from home, it’s all too easy to snack throughout the day with the pantry and fridge just a short walk away. In general, consider avoiding snacks during a call. While it may not hamper your ability to engage in a meeting, it might be distracting to others attending.

Fuel up before you head into the call or, if you must, choose snacks that are inconspicuous and don’t make a lot of noise.

Rule #20: Sharing your screen? Always ask “can you see my screen?”

One of the most commonly used features of video conferencing tools is the ability to share your screen. Be it a presentation, product demo, troubleshooting, or working document, make sure to check with the attendees if your screen is visible to all of them before you begin discussing what’s on your screen.

While you’re working, you might have multiple windows layered on top of each other with apps, browser, and documents open. That’s totally fine — we all have a bit of “mad scientist” in us that reflects on our workstation. But when you’re sharing your screen, it’s best to tidy it up and make sure that you’re only showing what’s needed. Close tabs that may contain sensitive information and make what you’re focusing on full screen so everyone can see it clearly.

• Time to step up your game for virtual meetings

There you have it – it’s time to quit winging those virtual meetings and do things the right way. Virtual meeting etiquette will help you come off more professional, respectful, and productive.

Getting used to this new norm of virtual meetings may take time, so it is important to have clear guidelines and preferred practices in place. Sticking to these basic etiquettes is important to thrive in today’s remote work culture.

Table of Contents

• Rule1: Turn up early
• Rule2: Test your tech before the meeting starts
• Rule3: Mute & start with video off by default
• Rule4: Choose the right online meeting software
• Rule5: Take the call in a quiet environment
• Rule6: Begin with a round of introductions
• Rule7: Always add the meeting to the calendars of all attendees
• Rule8: All hail the Agenda
• Rule9: Do your homework before the meeting
• Rule10: Take detailed notes throughout
• Rule11: Let your family and friends know that you’re in a meeting
• Rule12: Turning your webcam on? Look directly into the camera
• Rule13: Fix the lighting
• Rule14: Stay focused – avoid any form of distractions
• Rule15: Don’t rush – speak slow and clear
• Rule16: Do your best not to interrupt others
• Rule17: Need to leave the room? Be sure to excuse yourself
• Rule18: Dress appropriately – opt for business casual
• Rule19: Keep those snacks away
• Rule20: Sharing your screen? Always ask “can you see my screen?”

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Virtual meetings and webinar etiquette - Full guide 2024

Check out the most important facts about proper etiquette during online meetings and webinars. Become a better presenter!

Do you host webinars or plan to start? Want to make a good impression on your attendees? The common belief is that online presentations are simpler or less demanding and stressful than those held on stage in halls or big conference rooms. This is only partially true and largely depends on the speaker and their skills and preparation. Webinar hosts also need to follow a certain etiquette when leading an event – sometimes quite strict.

Read on and have a look at some basic rules of webinar etiquette and also video conference etiquette for both presenters and attendee s.

First, we will talk about general webinar etiquette tips and video conferencing etiquette tips. 

General etiquette for both presenters and attendees

Video conferencing etiquette isn't that different from meeting and presentation etiquette, with the exception of a few factors that are unique to online meeting and presentation platforms. It is important to follow these rules of webinar and video conferencing etiquette, which are often forgotten, whether you are a presenter or an attendee:

• Stay away from noise

Find a place where nobody will disrupt you - away from other members of your family, shouting kids or TV on. That seems obvious, but it is not so much. You can also ask your homemates or coworkers to remain quiet, letting them know beforehand that you are going to host a webinar or participate in one. 

• Don’t be late

This is a golden rule of all meetings, whether in person or online, private or professional. Most people feel that because it is an online meeting, and there’s nobody watching, they can just “connect” whenever they like. Wrong! Both presenters and attendees need to stick to the schedule and be on time. It is even advisable to sit at the computer a little bit earlier, before the official start of the event, to avoid technical problems and simply prepare for the broadcast. 

Ask yourself, “If this were a live seminar would I be comfortable dressed like this?” If no, then you know what to do. If you want some more tips on dressing for video conferences, check out our article “How to Look Good on Video Chat” .

• Maintain a good sitting posture

A comfortable ergonomic office chair goes a long way when sitting through long webinars or virtual meetings. The Aeron chair by Herman Miller  makes a great choice if you can afford one. However, there are several more affordable options out there. 

• Make sure you have good lighting

It's good that you are clearly visible, in case you wanted to take a more active part in the online meeting and turn on your camera. If you don't want to show your real background, remember to choose an appropriate virtual background . 

Webinar and Video Conference Etiquette for Presenters

• Test the tools

Specifically: your internet connection, clarity of your voice or video, or your position or the lighting. Are all the needed apps properly downloaded? Are the presentations ready to open? 

• Wear a headset

It provides better sound quality for your viewers and will allow you to be more self-confident during your presentation. 

• Keep eye contact

Remember to look into your webcam. Viewers will feel as if you are looking directly at them, just like at a traditional conference. 

Make sure you’re presenting in a way that is easy to follow. Avoid talking too fast and always repeat questions asked before you answer. 

• Be engaging

Use your facial expressions, nod your head, etc., to let others know you're listening and that you're interested. 

Webinar and Video Conference Etiquette for Attendees

• The less noise the better

Keep your audio muted to avoid distracting background noise. Try not to disturb those who are talking. 

• Don't distract the speaker 

It's better to ask questions during the Q & A mode rather than while the host or presenter is speaking. Write down your questions and try to wait your turn.

• Use the chat 

If you feel that your question is urgent, try using the chat feature to ask. 

• Take notes!

Write down whatever information is most useful to you. You won't need to ask for important data in the future if you write it down now. 

• Give feedback

Try to answer the hosts' questions after the webinar, when they ask for feedback and want to engage their audience in a meeting. 

Webinar etiquette guide 2024

As with any type of meeting or event, there are certain etiquette rules that should be followed to ensure that everyone has a good time. The same goes for webinars!

Here are a few things to keep in mind when attending or hosting a webinar:

• Introduce a waiting room for latecomers
• Respect everyone's time by keeping to the schedule
• Have a back-up plan in case of technical difficulties
• Be sure to introduce yourself and your co-hosts 
• Always check your mute/unmute button
• Prepare to be flexible
• Stick to the topic
• Have a clear objective
• End with a call to action
• Allow for Q&A at the end
• Send a follow-up email with key takeaways and next steps
• Use the chat function sparingly
• Don't forget to say thank you!

How can LiveWebinar help you maintain the highest standards of webinar etiquette? 

LiveWebinar  is a cloud-based webinar software that allows users to host, schedule, and manage webinars, meetings, and other virtual events. Designed to facilitate online collaboration and communication, LiveWebinar offers a range of interactive tools and features to engage participants, including live polling, screen sharing, chat functionalities, whiteboards, and customizable registration forms.

With its flexibility, LiveWebinar caters to various sectors, including education, marketing, and corporate training , enabling users to conduct their events on a global scale without the need for software installation.

• High-quality audio and video
• Effective moderation tools
• Interactive tools for engagement
• Pre-webinar testing and support

Accessible and inclusive platform: LiveWebinar's platform is designed with accessibility in mind, making your content reachable to a wider audience with features such as Closed Captioning , Translated Chat and Sign Interpretation. 

LiveWebinar allows you to s et clear guidelines for attendees, m oderate discussions, m ute background noise and f acilitate orderly Q&A sessions.

For more video conferencing etiquette tips, check out our article “The Do’s and Don’t’s of Virtual Meeting Etiquette” . Happy webinaring!

Ready to get started? Sign up for a free account at LiveWebinar and elevate your webinar hosting experience today!

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18 Video Conferencing Etiquette Tips for Presenters and Attendees

Make your video conferences and online meetings more enjoyable and productive.

Table of Contents

There’s nothing more annoying than attending an online presentation or meeting and getting nothing out of it because the presenter or fellow attendees are unprepared or unfamiliar with how to behave in a formal, online environment.

Video conferencing etiquette is similar to the rules of conduct for any meeting or presentation. However, there are slight twists to accommodate the online format. Here are 18 essential rules of video conferencing etiquette for presenters and attendees alike to help you get the most out of your video conferences.

Editor’s note: Looking for the right video conferencing solution for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.

Video conferencing tips for presenters

Presenting virtually can be daunting. However, presenters can still captivate their audiences and deliver engaging and professional presentations.

“Good webinar etiquette, like good online etiquette in general, keeps doors open to better communication, greater mutual respect and greater efficiency,” said Laura Lowder, who coordinates annual online writing conferences for the Catholic Writers Guild. 

Here are some tips to help presenters conduct effective video conferences .

1. Test the video conferencing software early.

It’s frustrating for everyone if the presenter must pause the video conference to load a screen-sharing app, update slides, or adjust their mic because of feedback. Take time before the video conference to test out all your online meeting technology . “A presentation will go a lot more smoothly if the presenter has a nodding acquaintance, at least, with the software. You won’t be as effective if you’re fiddling around or interrupting yourself to ask questions about the program,” Lowder said.

2. Slow down while presenting a video conference.

Watching an online presentation is different from having a conversation — especially if the presenter uses slides and the listeners don’t have physical cues to follow the conversation. Slow your speaking speed if you naturally speak fast. If you’re doing a demo, pause between steps to allow for lag time and let your visitors catch up.

3. Don’t read your slides when presenting a video conference.

Slides should be simple and include bullet points and graphics that support your lecture. Overly wordy slides distract the viewer from what you’re saying. And merely reading your slides aloud makes your video conference presentation no more effective than sending out a report.

4. Use graphics to illustrate points during your video conference.

Visual clues can engage your audience and help with knowledge retention. “The brain stores audio information differently than visual,” explained Delanda Coleman, ‎senior product marketing manager of Skype for Business at Microsoft. “Therefore, if you can use images such as pie charts, rather than a lot of words, you give your audience visual cues to help them retain information.”

5. Repeat the question when presenting at a video conference.

Some video conferences have a live audience component. If this is the case, always repeat audience questions during question-and-answer sessions. It’s never a good idea to assume your online audience can hear them. Answer questions clearly, addressing both audiences, after repeating the question.

6. Incorporate established guests while presenting during a video conference.

According to Stewart Dunlop, CEO of PPC Genius, businesses can benefit from opening the floor to more people rather than having just one host during video conferences and live-streaming events on social media .

“Having multiple hosts not only helps you have more email addresses to promote your webinar but also helps you to share awareness of your webinars on multiple social channels,” Dunlop explained.

7. Know your video conference audience.

When presenting, it helps to be aware of basic information about your audience, such as their job roles, what they hope to get out of the video conference, and the topics they’re most interested in learning about. This background knowledge can help make your presentation more interesting and engaging. 

Video conferencing tips for attendees

Maximize your virtual meeting experience with these attendee-focused video conferencing tips.

1. Arrive at your video conference on time.

You can miss crucial information if you log in late — and you may even disrupt the presentation.

“(Arriving on time) prevents you from wasting additional time contacting the presenter after the fact to find out what you missed,” Coleman noted.

2. Turn off your webcam during the video conferencing presentation.

Nothing is more likely to elicit giggles than when a presenter turns off their PowerPoint presentation and the software defaults to someone watching (or worse, not watching), unaware that their webcam is running. Even if you’re in listening mode, ensure your webcam is off, or cover the lens with a post-it note.

3. Wait your turn during video conferences.

In a live setting, you can see who has a question or when a presenter is ready for an interruption. In a video conference — especially when not everyone is on their webcam — you may need to rely on cues like hand-raising icons or questions posted in chats.

4. Ask questions concisely during video conferences.

Video conferences are focused; be sure your questions are, too. Avoid wasting time in lengthy introductions, and don’t self-promote or spend a lot of time sharing your opinion before asking a question. If you have comments, first ask yourself if they will help others.

5. Don’t use the chat room as your personal water cooler during video conferences.

Just as you wouldn’t stand in the back of a conference room gossiping with someone while a presenter lectures, refrain from using the chat room to socialize. Lowder recalled a previous experience with distracting side chats. 

“Some comments were useful — a resource that pertained to the conversation, for example — but other times, people jumped in at every opportunity to make comments more appropriate to a conversation, not a presentation,” Lowder recalled.

6. Turn off your camera during breaks.

This may seem like a small thing. However, turning off your camera during breaks or when you must answer the phone can help avoid potentially awkward or distracting situations. Many video meeting attendees have found themselves in awkward positions, like eating or being inappropriately dressed on camera. Avoid this as much as possible by turning off your camera during breaks.

Video conferencing tips for collaborative meetings

Host more productive online meetings and successfully collaborate with the following essential video conferencing tips. 

1. Have a clear agenda for collaborative online meetings.

Set a clear agenda for your collaborative online meeting and show you respect everyone’s time. “Meetings give teams a chance to communicate and convey important information,” Coleman noted, “but people hate them because, too often, the agenda isn’t clear.” 

2. Invite everyone to use their webcams during an online meeting.

It’s best to meet face-to-face, even when you can’t be in the same room.

“Leveraging video collaboration gives you visual cues that you might miss with audio only,” Coleman advised. “It also helps you focus because you can look your co-workers in the eyes.”

3. Be engaged and attentive — especially when everyone’s webcam is on.

In live meetings, you can lay low in the back or even glance at your phone under the table. Because everyone’s focused on the presenter, you can get away with a little disengagement. However, there’s no hiding during an online meeting with all webcams on. You’ll always be in direct sight of everyone, so stay attentive and engaged.

“If you are participating in a meeting, come in with additional insight so you can add value to the conversations,” Coleman advised.

4. Remove distractions during online meetings.

Remove distractions during online meetings. For example, go somewhere with less background noise, turn off your phone, and organize your workspace so clutter doesn’t distract you or other meeting participants.

5. Make use of the software’s engagement features during online meetings.

If you are meeting to collaborate on a document, use the program’s notes software to edit and comment together. If the program has a whiteboard feature, use it to make notes and charts or brainstorm.

Respectful etiquette can make your video conferences more effective 

Whether you’re presenting during a video conference, hosting a video meeting, or attending an online event, respectful etiquette can make the information imparted more valuable. Video conferences and meetings aren’t going away anytime soon — in fact, they’re being used for previously in-person-only business activities like job interviews and performance reviews. 

Video conferencing etiquette mirrors in-office guidelines while incorporating knowledge of software and other technology. Too many online meetings kill productivity . Do your part to help everyone engage and make their time investment worthwhile.

Lauren Kubiak contributed to this article. Source interviews were conducted for a previous version of this article.

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Online meeting etiquette for attendees – A 2022 update

19 jan 2022   |   digital meetings.

Neil Miller

Host, the digital workplace.

Ask for an agenda

If you get invited to a meeting without an agenda, it is good virtual meeting etiquette to push back and ask for one. Being forced to go to meetings without a plan is like someone stealing your chair . Time is the most precious resource in a digital workplace. If you let people steal it from you, then you are as much to blame as they are. Ask for an agenda and any pre-reading or pre-work you can do to be ready.

Check out our virtual meeting agenda template here.

Come prepared

Make time in your day to be ready for the meeting. Do your pre-reading. Leave comments on the agenda. Send notes if you want to add things to talk about. You can do your part to make the meeting great if you can jump into the discussion time as soon as possible.

Tell your brain it’s time for the meeting

Think about how you went to meetings when you were in the office. You stopped working, stood up, and stretched. You grabbed a notebook, and walked by the desk of coworkers to see if they were ready. You grabbed a quick cup of coffee and had a seat in a totally different room from where you were before.

What happens when you attend a virtual meeting from home? You work right up until 9:59am, click a link, and BOOM, you are in the meeting.

Good virtual meeting etiquette means not bringing all your baggage from the day.

How can you recreate this when working from home or a co-working space? Five minutes before the meeting, stand up, stretch, and go get something to drink. Consider logging in from a different room, or at least a different part of the room. If you don’t need to share visuals, take a walk. Or at least go put on some pants, just in case .

You are trying to make a shift from Focus work mode to Engaged . Otherwise, you’ll immediately start thinking about the other work you could be doing instead of being in the meeting. Changing your environment will help you stay engaged with the conversation instead of doing email.

Signal to others you are in a meeting

If you share space with others, let them know you are getting on a meeting. Everyone in a 20 foot radius should be fully clothed :-). Make it clear if it’s ok to interrupt you if they can’t find the scissors to cut off the top of the popsicle.

Prevent your distractions

Turn off all chat applications and notifications. Silence your phone. Close out any tabs that aren’t essential to the meeting. If you are a fidgeter, have something in your hand.

Log in early

Don’t wait until the last minute to log in. You will start off distracted, and you may forget to log in on time. Logging in five minutes ahead of time is good online meeting etiquette for attendees. Start some light conversation with others.

If you are going to be late, send a message to the meeting organizer so they know if they should wait for you.

The exception to showing up early is if you are joining as a guest on someone else’s platform. In such cases, you want to show up right on time. Start logging in 1-2 minutes early in case you run into issues with a new platform or installing software.

Start with video on

Video is a powerful way to maintain a human connection in a virtual meeting. Starting a call with a bunch of blank screens is pretty cold and impersonal.

If you are uncomfortable sharing your background, apply a filter or a blur. “I didn’t brush my hair” is not a valid excuse to keep your video off during a planned business meeting.

If connectivity or bandwidth is a problem, let everyone know you are going to turn your video off after saying hello.

Staying on mute unless you have something to say lowers the fidelity of the conversation. It gives others fewer signals to interpret. Even picking up on a quick laugh or “mmhmm” is helpful to whoever is talking.

Mute yourself when not speaking if:

• It is a large call of ten or more people
• You hear a feedback echo
• You have noise in your background

Otherwise, don’t mute.

Speak slowly

Be aware of non-native speakers on the call. Many rely on watching your face or reading lips to get the full context. Without those signals, they need you to slow down to make sure they catch what you say.

Don’t leave the room

You wouldn’t quietly sneak out the back door of an in-person meeting, would you? Online meeting etiquette for attendees is the same. If something urgent comes up, such as signing for a delivery at the door, leave a chat message to say you will be right back. If you have your video off, send another message when you return. This also prevents the awkwardness of being called on during the meeting and not answering.

Dealing with interruptions

If your cat, child, grandmother, or spouse walks into the screen, don’t freak out. By this point, everyone’s had this experience. It’s just another reminder that we are all humans trying to figure this out.

Chat side conversations

Is it bad virtual meeting etiquette to send chat messages? Not necessarily.

Chat during meetings can actually be a fun way to augment the experience and make it more fun for everyone.

But it can feel disrespectful to the person leading. If you’ve ever been the leader, you know how hard it is to stay focused and keep folks engaged.

Decide as a team on your ground rules for virtual meetings if it’s ok to use chat, but here are a few guidelines:

• The chat should be available to everyone. Quick, private side conversations are bad online meeting etiquette.
• Don’t make a comment that degrades someone.
• Be respectful of the meeting host.

Don’t talk over people

In a virtual meeting, it’s hard to know exactly who spoke first. Be ready to let the other person speak ahead of you. If you need to complete a statement, say something like, “Ramon, I just want to finish this thought, and then I want to hear what you have to say.”

Resist the urge to do other work

At some point you’ll get the urge to check your messages, research a catch phrase, or get lost finding the perfect GIF response. Doing work while on a meeting means you won’t be focused on either and both will suffer.

If you find yourself consistently distracted, here are a few things to try:

• Keep your hands in the video feed
• Take the call on a mobile device and shut down your laptop
• Always volunteer to share your screen for the group when required
• Change your atmosphere (see above)

Hybrid meeting etiquette

If you are at the office while others log in remotely, there is some extra virtual etiquette to follow for hybrid meetings .

Make sure you can be seen

Unless the room has a high quality telepresence video, log in with your video on just like everyone else. You may need to mute your microphone and turn your volume down to eliminate feedback.

If there is only one camera, don’t lean out of the picture. The video is there to give remote employees the best chance to simulate being together. If you can’t be seen, move yourself or suggest setting up another camera.

Be inclusive

Include remote callers in pre-metting chitchat. Direct questions specifically to remote attendees if you haven’t heard much from them.

No whispers

Don’t start a side conversation with someone else in the room where no remote team members can hear it. This is bad online meeting etiquette in any situation.

Defer to remote speakers instead of interrupting

If you and a remote attendee spoke at the same time, always allow the other person to go first.

Stick around afterwards

Some of the best conversations happen after the meeting is over. Instead of chatting with people in the office, give a remote team member a call right afterwards. Debrief the call and catch up for a few minutes.

The rules have changed

As with most things, digital has changed the face of meetings . Proper online meeting etiquette for attendees is new and changing every day. Virtual meeting etiquette exists to smooth out the digital experience so that everyone gets the most out of the meeting.

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Project Management Virtual Meeting Etiquette All Professionals Should Follow

Daily Jobs › Team Management

Virtual Meeting Etiquette All Professionals Should Follow

Some believe that a virtual meeting is not the same as an actual meeting, so it’s okay to forego any meeting etiquette that applies in “real life”. This is a very misguided assumption. As long as we’re working, business etiquette rules apply.

The rules in communicating with a colleague or a client don’t change from halfway across the world. Below is an in-depth discussion of the proper virtual meeting etiquette so that you never have to find yourself in an uncomfortable situation!

Virtual Meeting Etiquette Rules to Remember

1. wear professional attire.

One of the awesome things about working from home is that you can wear anything to work. That’s the dream, right? Still, it’s inappropriate to show your pajamas to your coworkers unless your company has specified otherwise.

Take the time to put on clean and professional-looking clothes. Don’t forget to brush your teeth and comb your hair. Make it a point to look professional from the waist up; no one will notice that you’re wearing shorts as long as you look clean on the screen!

2. Test your connection, screen, and equipment

One of the biggest nightmares of anyone attending a virtual meeting is getting cut off due to slow internet connections, broken equipment, or poor sound quality. These can interrupt meetings, and may frustrate your team or your client. The whole point of conducting a virtual meeting is to be able to see and listen to each other clearly despite the virtual space, and these issues are the antitheses of that.

Pro tip: If you are sharing a screen, make sure to hide sensitive information that the rest of your meeting should not see. Test your screen beforehand and check to see if you are only showing information relevant to the meeting. Close unnecessary browsers and documents to avoid any mishaps.

3. Choose the right software

Choosing the right software for you and your team goes a long way in increasing productivity and collaboration during meetings. The software you pick must be simple enough to use that anyone, even the most technologically challenged among you, can easily hop onto the call. User-friendly applications limit the chances of confusion, especially for those who are new to using the software.

Everhour is the top choice for small businesses and small to mid-size teams of 5 to 50 members, including professionals like software developers, marketers, designers, consultants, lawyers, you name it!

Seamlessly integrating with popular project management tools like Asana, Trello, and Jira, its user-friendly interface and customizable reports make it the ultimate time tracking solution for small and mid-size teams.

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4. Take note of your surroundings

It’s hard to take you seriously when there’s a pile of unwashed dishes on your desk. Whether you have a home office or not, you need to make it look like you have at least a dedicated workspace.

Make a conscious effort to remove any distractions and present a clean background. Having a neat desk setup gives off an organized vibe which speaks volumes about your professionalism. Also, removing distractions can help to keep your attention on the meeting.

Here are some tips to improve your background and limit distractions:

• Choose a room with a clean background wall and good lighting
• Test your camera’s view before the meeting begins
• Close the door to the room that you are in, ensure as much sound isolation as you can get
• Ask someone to take care of your dependents for the duration of the meeting
• Turn off your phone, television, or any device that can pose as a distraction
• Use a headset to minimize background noise

Although you should do as much as you can, there will always be a few unavoidable distractions. It’s best to inform your team members about them when you start your video meeting. They will appreciate the heads-up and might be completely understanding, considering that they may be experiencing similar things.

5. Arrive early

Whether in person or online, it’s a big no-no to arrive late for an appointment. Make an effort to arrive early, and use the time to get ready, troubleshoot problems, or recheck your presentation to avoid any errors.

6. Mute yourself unless you’re talking

Enable your mute option before starting the meeting. This reduces background noise and interruptions when someone is speaking. You can unmute yourself when it is your time to speak or when it’s required that you do so.

7. Keep your hands off the keyboard

There’s nothing wrong with taking down notes. However, the sound of typing can be very distracting for everyone. It might seem old school, but jotting down notes by hand can be an option to consider.

8. Look at the camera and speak clearly

When it’s your turn to speak, look directly at the camera (not at yourself or your coworkers on the screen) and speak clearly. Don’t look away or mumble, as it’s distracting and your message might not come across as well.

9. Give your full attention

It can be tempting to check your phone or flip through your documents during a particularly boring stretch but refrain from doing so. There’s a chance that you may miss out on key information, and more than that it’s just downright rude. Since it’s a virtual meeting, use attentive body language to show the speaker that you are listening.

10. Set goals and agendas

Just like in a regular meeting, a virtual meeting can go off-track when there are no goals or a clear meeting agenda . Create one and send it to all the attendees a few days before the start of the meeting. This way, they can communicate other topics they may want to include. 

For example, the team wants to talk about Amazon management or Amazon SEO. These two topics are very broad, and can easily take up most of the time allotted. Having a set of subtopics and goals to discuss beforehand helps the flow of the meeting, and can limit the chances of it being diverted to other topics.

11. Introduce each member of the team

When you’re meeting with a new client or someone from another department, it’s best to introduce the person to the team and vice versa. This helps everyone in the meeting know who the person they are talking to is, and can facilitate in asking the right questions.

12. Assign a role for everyone

Have you ever entered a meeting where you had no clue of what you were supposed to do? If you have, then you know that it can definitely affect your team’s productivity and engagement.

Before you start a meeting, assign roles for each person. Nothing helps your meeting flow better than full clarity with regards to who should (and should not) be leading the meeting. Sharing a meeting agenda with the participants beforehand (specifying the topics to be discussed and who is to lead each conversation) helps tremendously.

13. Don’t interrupt

Whenever a person is speaking on the other end, don’t interrupt them. Take into account that there may be some delays due to the nature of online connections, so wait for a second or two after someone finishes speaking to say your piece.

14. Summarize the meeting

Before ending the meeting, summarize all the important topics discussed. To successfully achieve your goals, everyone should be able to understand the objectives set during the meeting.

15. Allow people to leave early

Let people leave the meeting early, especially those who just need quick updates. This is a more productive way to work and allows people to work on more important tasks instead of staying in a meeting where they aren’t needed.

16. Keep track of time

As much as possible, try and end on time. Assign someone to keep the meeting on track, and stay on the discussion points. This avoids the chances of wasting time and dragging the meeting on longer than is necessary.

17. Plan breaks for lengthy meetings

There are times when the meeting can take hours to meet objectives. Plan ahead and make appropriate arrangements such as quick breaks in between. This helps everyone avoid information overload.

One great idea for a break is to introduce a few ice breakers to the meeting. These can also be used to introduce the team to one another, and are effective when trying to keep the mood light and casual.

Virtual Meeting Etiquette: Ice Breaker Questions

Ice breakers are a great way to get acquainted with your team. They help build trust, confidence in speaking, and comradery. Here are a few ice breakers that you can use for your next virtual meeting:

🤝 “Getting to know you” ice breakers

• What did you eat for breakfast?
• Do you prefer tea or coffee?
• Are you a morning person or a night owl?
• Where did you grow up?
• What was your favorite childhood movie?
• What is one item you can’t live without?
• What’s the last great TV show or movie you watched?
• What’s the best book you’ve ever read?
• What new skills do you want to learn?
• What is your exercise routine?

🏡 “Work from home” ice breakers

• How long have you worked from home?
• Do you love working from home, or would you rather be in the office?
• What’s the hardest part about working from home? 
• What is the easiest part of working from home?
• What’s your favorite work snack?
• Do you prefer to start early or work late?
• Do you have a home office? If not, where do you work at home?
• Show us your home office space!
• What is a unique thing you have within reach of your desk?

😂 Funny ice breakers

• What is your favorite emoji?
• What was the worst haircut you’ve ever had?
• Who was your childhood actor/actress crush?
• What’s the most embarrassing thing you’ve ever done?
• If you had to eat one meal every day for the rest of your life, what would it be?
• What unusual or quirky things do you do regularly?
• What’s your unusual talent?

Virtual Meeting Etiquette: Final Thoughts

Virtual meetings are becoming more and more common due to the events of the pandemic. Although it’s a drastic change for many company operations, it’s brought about benefits for businesses all over the world. It’s a wonderful tool for professional communication and remote collaboration and should be treated as such.

No matter how easy it is to slip into bad habits while working from home, virtual meetings are still a part of the office. Keep in mind that virtual meeting etiquette is extremely important for your professional life, so brush up by thoroughly reading our guide, stick to the group norms , and avoid embarrassing misunderstandings and mistakes in your next virtual work meeting!

Jayce Broda

Managing director of Seller Interactive, an Amazon marketing agency dedicated towards helping brands grow on Amazon. His content marketing expertise has led him to work with brands such as Toyota and GoDaddy, producing content that reached over 20M views in a month.

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Virtual Meeting Etiquette Tips for Your Next Zoom Call

By: Angela Robinson | Updated: March 18, 2024

You found our list of virtual meeting etiquette tips .

Virtual meeting etiquette is behavior rules for video meetings and conference calls. Virtual meetings function differently than physical meetings and require unique protocols. For example: testing technology, muting your microphone, and cleaning your room.

These tips are useful for remote team building and typically take place over virtual meeting software . They are also similar to Zoom meeting tips  and team meeting tips .

Specifically, this list includes:

• tips for virtual meetings
• Zoom etiquette
• the Zoom meeting dress code
• online business meeting etiquette

So, here is the list!

List of virtual meeting etiquette tips

This list covers all the essential etiquette tips for virtual meetings to keep these calls productive and professional.

1. Give Yourself at Least 15 Minutes to Test Technology

It was 12:59 and I had a meeting at one. I clicked on the Zoom link and entered the room. A dialogue box popped up in the corner of my screen. “Urgent update needed. Will restart computer now.” Before I could hit “remind me later,” my screen went black. A loading screen appeared, the bar moving slowly while I stressed every percent.

If you test your equipment beforehand, then you will ensure that you are actually meeting-ready. Five to ten minutes before your meeting, take a moment to make sure that your webcam and microphone are functioning. Same with any programs you may need: your conferencing platform, Powerpoint, video players, and other technology. Check your internet connection too, using a tool like speedtest.net.

Sometimes technology acts up suddenly. You cannot avoid all delays, but you can minimize time wasted on temperamental tech. The last thing your team wants to do is spend the beginning of every meeting hearing, “is it working now?”

Here is a list of virtual meeting apps that you may be working with.

2. Know the Virtual Meeting Dress Code

Remote work turned “office casual Fridays,” into “home casual everydays.” Goodbye scratchy dress shirt, hello cozy T-shirt! Virtual work dress codes are more relaxed than office rules. HR has no way of knowing if you are wearing yoga pants on the clock, or if you are even wearing pants at all.

Still, there is such a thing as too casual. Virtual meetings still call for professional attire; dressing in business meeting appropriate clothing is good virtual meeting etiquette. Do not be like the network news reporter who got caught on air wearing shorts under his suit top. Wear pants, even if you think nobody will see them. You never know when you may have to stand up.

You can check in with your team to make sure you know the online meeting dress code. If senior management or a client joins the call, a more formal dress code might be required. When in doubt, always err on the side of formality. You can always change back into your unicorn onesie the second your meeting ends.

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3. Mute and Muffle the Surrounding Madness

Finding a silent spot can be easier said than done. Sometimes you have no control over whether your upstairs neighbor decides to practice his saxophone or tap dancing, or whether the city sends construction workers to jackhammer outside your window.

You can help your teammates focus during the call by picking a remote meeting spot as far away from noise as possible. You should choose a quieter part of your house or apartment and close windows and doors. Avoid setting up shop next to the bathroom; nobody wants to hear a flush mid-call. You can occupy your pets with toys or treats so that your animals stay quiet. If you have to take an especially important call, then you can ask your spouse to take the children and Labradoodle on a walk.

Google recently announced the addition of a noise cancellation feature for its Meet program, and other companies are likely to compete in the future. Software is evolving to improve call quality, but you can still take action to improve your environment. If you connect your earbuds to your computer, then you will block out most outside noise. I recommend investing in a good set of headphones with a built-in microphone, like this one .

4. Shove Your Clutter in the Closet

“Clean your room, kiddo!” Do I sound like your mom? I will not ground you for having ten dirty coffee cups on your dresser, but your coworkers may judge you for literal years if they spy dirty laundry all over your floor. Tidying your surroundings is standard WebEx etiquette. Disorder in your work environment acts as a distraction and sends the message that you are unorganized.

You do not have to deep clean the house every time you have a Webex call, but you should tidy the area visible on the screen. I recommend that you declutter your space as much as possible. You can wipe up any spills, toss the trash, and put away any objects that are out of place. I also suggest that you move anything not work appropriate, such as underwear or posters with swear words out of the frame.

Pro tip: Treat your virtual meeting space like a real meeting space. You would not dump a pile of sweaty socks on a conference table, so keep your grubby foot gloves out of sight during the call.

5. Banish Scene-Stealers

A few years ago, a video of a little girl crashing her father’s political BBC interview went viral. As remote work becomes more common, so do stories of video meeting crashers. Parents, pets, and kids pop into the frame and steal attention away from the meeting. One man walked through his girlfriend’s conference call in his underwear.

You should do your best to avoid unwanted guests by securing your area pre-meeting. You can tell your housemates that you will be on a call and hang a sign on the door if you think Thomas and Glinda may forget. You should lock the door if you can, secure your pets in crates or other rooms, and have somebody watch and entertain your kids.

One of my favorite parts of remote meetings is getting to see my coworkers’ cute pets. Nonetheless, unexpected guests are distracting and can throw a meeting off course. Finding a meeting space where you can be alone is important. Invite your family, friends, and furry friends into the call only when appropriate.

6. Take Five Minutes to Prep Your Digital Workflow

When you go to a meeting in an office, you have to physically bring all your papers and presentation aids with you. Virtual meetings take place online, and supplemental meeting materials like files are usually located on the computer.

You can achieve meeting-readiness by organizing your materials beforehand. When you have to load a presentation or look for a file, the meeting grinds to a halt. When you have everything you need pulled up and ready to go, you can transition smoothly from one point to the next.

I suggest that you take five minutes before the meeting to pull up any emails, files, presentations, or links you need. You can also optimize your browser, desktop, and bookmarks menu so that you can pull up your most-used resources in the blink of an eye.

7. Mute Your Mic. Seriously.

The golden rule of video meetings is to mute your microphone when you are not speaking. Nobody wants to hear rustling papers, typing, breathing, or distant conversations while trying to talk or listen. These noises may be unnoticeable in big real-world conference rooms, but computer speakers amplify these sounds into huge distractions. Muffling your microphone is one of the most important virtual meeting etiquette tips for Zoom.

One exception is when you are doing  virtual games for team building .

You should also not forget to unmute your mic when it is your turn to speak. Chances are your teammates cannot read lips and will not have subtitles. If you forget to turn your microphone back on, your teammates will have no idea what you are trying to say, Michael.

That little microphone icon is your best friend. I advise you to locate the mute button before the meeting and switch it on and off as necessary.

8. Become the World’s Best Uni-Tasker

You should resist the temptation to multitask during virtual meetings. Sure, you could open fifty browser tabs and no one would know. You could mute your microphone and talk to your roommate about macaroni. You could kill the video feed and knock out the dishes. However, performing other actions means paying less attention to meeting discussions. Multitasking is poor virtual meeting etiquette.

The world wires us to do a million things at once. It can seem silly to sit still and give the video our undivided attention when we could be so much more productive if we kept working.

As this study from Harvard shows, human beings are poor multitaskers. We can only fully focus on one job or concept at a time. When we try to split our attention, we perform worse at every task.

9. Have a Staring Contest with Zoom

An internet picture recently advised me to stick plastic googly-eyes near my webcam so that I make eye contact during video meetings. Though I am not crazy about the idea of sticking craft supplies to my MacBook, I could stand to glance at the camera more frequently.

Though we do not need to stare at the webcam during the whole online meeting, we should make an effort to glance at it every now and then. Body language is important, and during virtual meetings eye contact is often the only body language available.

Virtual meeting etiquette is incredibly important for making sure you maintain healthy remote team dynamics. The better prepared you are to engage with your time in a courteous and professional way, the more productive your online meetings will be. Plus, following these etiquette tips can help prevent embarrassing moments.

Next, check out our list of tips for increasing remote employee engagement and this one with Zoom meeting ideas . We also have ideas for your next all hands meeting and ideas to make virtual team meetings fun .

We also have etiquette tips for office Christmas parties and a list of quick team building activities for conference calls .

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FAQ: Virtual meeting etiquette

Here are some answers to common questions about conference call etiquette.

What is virtual meeting etiquette?

Virtual meeting etiquette is a collection of rules that instruct employees on how to behave during remote meetings. Though video calls tend to be a more relaxed atmosphere than physical meetings, professionalism is still required.

How do you prepare for a virtual meeting?

To prepare for a virtual meeting, you should arrive early and test your technology at least fifteen minutes beforehand. To avoid unnecessary transitions and delays, you should gather and open all necessary files and materials prior to the call.

What should you not do in a virtual meeting?

A good rule of thumb to follow is that if a behavior would raise eyebrows in an office, you should avoid that action in a virtual meeting setting. Online meetings permit a more lenient dress code, but you should avoid slovenly, profane, or racy attire. Err on the side of caution, and dress professionally. Also, you sound-proof your space as much as possible. Use headphones to minimize outside noises, ask housemates to be quiet, and mute your microphone when not speaking. Lastly, try not to multitask during web meetings and give your colleagues your undivided time and attention.

Author: Angela Robinson

Marketing Coordinator at teambuilding.com. Angela has a Master of Fine Arts in Creative Writing and worked as a community manager with Yelp to plan events for businesses.

Nicely covered all the points. Very useful. In simple words expressed. Thanks.

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Marketing Coordinator at teambuilding.com.

Angela has a Master of Fine Arts in Creative Writing and worked as a community manager with Yelp to plan events for businesses.

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More From Forbes

Best practices for virtual presentations: 15 expert tips that work for everyone.

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In today’s COVID-19 world, virtual meetings and presentations have become the norm. While many presentation skills and best practices apply to both in-person and virtual presentations, expert virtual presenters understand the importance of adjusting their approach to match the medium. With in-person presentations, you more or less have a captive audience — you still need be engaging, but your audience is kind of stuck with you for the duration. But with virtual presentations, your audience has a greater opportunity to stray. You now have to compete for their eyes, ears, hearts, and minds against diminished attention spans, increased home and work life distractions, and conflicting priorities. 

Here are 15 expert tips to set you up for success in your next virtual presentation:

1.     Get the Lighting Right:  As a presenter, it is essential that people can see you well. Make sure you have good front light—meaning the light shines brightly on your face. If your back is to a window, close the shades. While natural light is often the best choice, if your home office doesn’t have natural light and you do a lot of virtual presentations, consider purchasing supplemental lighting to enhance your image.

2.     Choose the Right Background:  Try to use a background that enhances your professional image and is aligned with your message. Avoid a cluttered background or anything that can be distracting. Learn whether your presentation platform enables you to use virtual backgrounds (like Zoom) or whether you can blur your background (like Microsoft Teams). Your background can either add to your professional presence or detract from it.

3.     Know the Technology:  Nothing kills a presentation faster than a presenter who fumbles with the technology. This is a performance, so make sure you know how to make it work. A dry run is essential so that you’re comfortable with the platform features. It’s best to have a co-host (or producer or moderator) assist you with the technology so that you can focus on your presentation. Make sure you practice with the same technical set up (computer and internet connection) that you will use when you deliver the presentation.

4.     Play to the Camera:  When you are the one speaking, look directly into your computer’s camera , not on the screen or at the other participants. This takes some practice, but it makes the viewer feel as if you are looking right at them. Some presenters turn off their self-view so that they aren’t distracted by their own image. Put the camera at eye level . Try not to have your camera too far above or below you. If it’s too low, then you run the risk of creating a double chin. A camera too high makes it difficult to maintain eye contact, as you may find your gaze dropping as you speak. If you are part of a panel or a team of presenters, make sure you are aware of when your camera is on. If you are not speaking but your camera is on, make sure you look like you are paying attention! Powerful presenters understand the importance of making eye contact with their audience, so this means you have to simulate the same effect virtually.

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5.     Get Close (But Not Too Close).  You want the camera to frame your face, neck, and shoulders. People are drawn to faces, so you don’t want to lose that connection by being too far away, but you also don’t want your face to take over the whole screen like a dismembered head because, well, that looks weird. Practice your positioning and distance.

6.     Stand Up:  If possible, use a standing desk or position your laptop so you can stand at eye level with your computer. Standing up provides a higher energy level and forces us to put our body in a more presentation-like mode. If you have to sit, lean forward as you would if you were presenting at a real meeting or as if you were a TV news anchor. Avoid slouching away from the camera, as that sends a signal that you are disconnected from the audience.

7.     Be Animated:  Just like in a live presentation, you want to present with a little energy and animation. Too slow or too monotone in your voice makes it easy for folks to disengage and tune out. Keeping people engaged virtually requires you to actually be engaging.

8.     Pace Yourself:  Without real-time visual audience feedback cues, getting the pacing right can be difficult. Even though you want to infuse some animation and energy into your presentation don’t pump up the speed too much. If you tend to be a fast talker in real life, practice slowing down just a bit. If you’re a slow talker, you may want to speed up just a bit.

9.     Do A Sound Check:  If your sound is garbled, people will tune out. While people may forgive less than perfect video, if they can’t clearly hear you, they will leave. Practice with someone on the other end of the presentation platform. Make sure your sound emits clearly. Sometimes headphones or external microphones work better than the computer audio, sometimes not. Every platform is different, so make sure your sound quality is excellent every time. And again, you should practice with the same technical configurations and location that you will use for your presentation.

10.  Plug into Your Modem:  If possible, plug your computer directly into your modem using an Ethernet cable. This will give you the strongest signal and most stable internet connection. The last thing you want to happen during your presentation is to have a weak or unstable internet signal.

11.  Incorporate Redundant Systems.  If using slides, make sure someone else (another webinar co-host or producer) also has a copy of the slides just in case your internet goes wonky and you have to present by calling in. If you are using slides, make them visually appealing. Use high-quality graphics and limit the amount of text on each slide. It’s your job as presenter to deliver the content. The slides are meant to enhance your spoken words, not replace them.

12.  Engage Your Participants. Just as if you were doing an in-person presentation, craft your presentation to engage the audience. Incorporate chats, polls, raised hand features, etc. Try not to speak for more than ten minutes without some sort of audience engagement. Use the participant list to interact with your participants by name. Have people chat or raise a hand if they want to speak. Keep track of the order of people and then call on them to invite them to turn on their mics or cameras. 

13.  Let Someone Else Check the Chats.  Don’t get sidetracked by the chats during your presentation. You’ll be shocked at how distracting it is to your train of thought if you attempt to read the chats while speaking. Instead, have your co-host or producer monitor the chats. If you ask people to chat you answers or comments to a question you’ve posed, then pause your talking and engage directly with the chats by acknowledging them, reading them out loud, and commenting on them. 

14.  Evaluate and Enhance:  If possible, record the session and take the time to play back and look for areas that worked well and areas that you might want to improve upon. Great presenters, whether virtual or in person, understand the value of continually honing their craft. Be sure to acknowledge your strengths as well as your areas of improvement.

15.  Be Yourself and Have Fun:  Again, just like in face-to-face presentations, audiences connect to authenticity, so be yourself! Let your personality show through. Have fun. If you look like you’re enjoying the presentation so will others. Research shows that happy people retain information better than bored or disinterested people, so model the energy that you want to create. The audience takes its cue from you.

Remember, whether you are presenting in-person or virtually, all presentations are performances. And all performances are in service to your audience. Their time is valuable, so honor that time by delivering the best presentation you can. No matter what kind of presentation you are giving, you must find ways to create authentic audience connection, engagement, and value.

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How to Get People to Actually Participate in Virtual Meetings

• Justin Hale
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Stop the multitasking already!

One of the most challenging aspects of a virtual meeting is keeping people’s attention. It’s important to be thoughtful about how you engage attendees. In the first minute of your meeting, help participants experience the problem you want them to solve by sharing statistics, anecdotes, or analogies that dramatize the issue. Then emphasize shared responsibility for solving it. Define a highly structured and brief task they can tackle in small groups of two or three people and give them a medium with which to communicate with one another (video conference, Slack channel, messaging platform, audio breakouts).  Then have the groups report out. Never go longer than 5-10 minutes without giving the group another problem to solve. The key is to sustain a continual expectation of meaningful involvement so participants don’t retreat into an observer role. When that happens, you’ll have to work hard to bring them back.

In these difficult times, we’ve made a number of our coronavirus articles free for all readers. To get all of HBR’s content delivered to your inbox, sign up for the Daily Alert newsletter.

These days it’s hard to get people to pay attention in any meeting, but when people aren’t in the same room, it can be especially difficult. And it’s particularly annoying when you make a nine-minute argument, pause for an expected reaction, and get: “I’m not sure I followed you” which might as well mean: “I was shampooing my cat and didn’t realize I would be called on.”

• Justin Hale is a speaker, training designer, and master trainer at Crucial Learning . He is the lead engineer in designing Crucial Learning’s updated Getting Things Done® and Influencer course. He has also facilitated classes and delivered keynote speeches on crucial skills and principles to hundreds of clients and audiences around the world.
• Joseph Grenny is the author of the New York Times bestselling book, Crucial Conversations . He is also the cofounder of Crucial Learning , a learning company that offers courses in the areas of communication, performance, and leadership.

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22 Online Meeting Etiquette Rules That Must Be Followed

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With employees scattered all across the globe, meetings are being conducted via video conferencing. This includes job interviews and client meetings as well.

Since such a bulk of our interaction takes place online, it is crucial to have some online meeting etiquette guidelines in place.

Bear in mind that 30% of an employee’s time spent in meetings is considered unproductive, it is essential to follow specific tips for leading effective meetings .

Why is Meeting Etiquette Important?

As home and workplace are beginning to blend, the boundaries between our personal and professional life are narrow. Needless to say, during an online meeting, multiple awkward situations are bound to occur.

With an increase in remote work, we are being introduced to a lot of new ways of working, and there are many things that we are yet to learn. Many guides to remote work can help us with this, but it begins with connecting with the teammates correctly.

Your family member could walk in on you while you are in an office meeting, or there could be other distractions. This compromises the professionalism and might even stretch the meeting time a bit.

But these things can be improved and optimized better by knowing about a few basic online meeting etiquettes. This will also ensure that your presence and appearance on screen remain consistent throughout the meetings.

By following basic meeting etiquettes, you help your colleagues and company in-

• Saving more time
• Becoming productive
• Completing the meeting agenda on time
• Being more focused when meetings happen

Before we present some ground rules for virtual meetings, here are some do's and don't you must follow during online meetings.

What are the Do's and Don'ts of Meeting?

Do's of online meetings.

• Involve each participant in preparing the agenda
• Start the meeting on a positive note
• Give each speaker time to express their views and encourage participation
• Track all the decisions made during meetings (hint: use an automated note taker for this.)
• Delegate action items
• Share meeting minutes with stakeholders
• Don’t interrupt others
• Avoid speaking right away
• Don’t be late or start late
• Avoid focusing only on status updates
• Don’t digress. Stay on track as much as possible
• Don’t convert meetings into extensive monologues

It is interesting to note that most meeting etiquettes are based on these best practices. Let's have a look at them in more detail.

Online Meeting Etiquettes

1. test your setup.

The whole point of online meetings is to listen and see each other virtually. If there is an issue with either of the options, it defeats the purpose of conducting online meetings. Also, make sure your internet connection is working as intended.

You can test your microphone and video before joining any meeting in all the online meeting tools like Zoom or Skype.

2. Mute By Default

Either it is a large group meeting, or a meeting limited to 2-3 individuals, make sure to enable options like mute by default while joining for audio and video. This will give you time to look at your surroundings and analyze for unwanted sounds and visuals.

Unmute audio only when it is your turn to speak or when required.

3. Choose the Right Technology or Software

To ensure everyone is equally productive and collaborative in the meeting, you need to have the right software. The online meeting software should be simple and easy to use. Anyone should be able to hop in seamlessly, leading to a better experience without any confusion.

For file sharing, relying on the most common tools like Google Drive or Dropbox is good enough. Also, use a common Calendar platform, so everyone gets the invite without sending dozens of emails as a reminder.

4. Keep Your Hands Off The Keyboard

It doesn’t look good at all when someone is explaining a concept and a lot of people start typing on their keyboard to either take notes or do other tasks. Meetings require everyone to be more alert and mentally present in the discussion to have conversations that spark more ideas. Note-taking can be automated to increase the productivity of meetings.

Instead of writing notes, you can use our AI Assistant Fred which will transcribe your entire meeting for later use.

5. Stop Multitasking

Multitasking can’t be coupled with everything. It is very essential to understand when and when not to indulge in multitasking.

Meetings require everyone to be focused and alert. Everyone’s time should be utilized in such a way that they provide their best suggestions, ideas, and opinions in the discussions. Make sure to not indulge in other tasks that are not relevant to the meeting.

6. Be Appropriately Dressed

Working from home doesn’t necessarily mean you have to dress like you are going out to the office but make sure to be in professional attire in meetings depending upon the roles.

If it is a client meeting or internal team meeting with someone from the high above, it is recommended to don a shirt or something that looks semi-professional at least. It makes an impression on the people who will be listening to you.

7. Clear Background

Always choose a place with a simple solid color background such as a wall and not with a place that displays tons of things behind you. Anyone listening to you should not be distracted by what is in the background. They should be able to focus on your face and what you are saying.

8. Arrive Early

This is obvious for a lot of reasons. By arriving early, you can troubleshoot any problems with the meeting tool like testing the video, audio, and background. You can even check your presentation before presenting it to make sure there aren’t any glitches and errors.

9. Minimize Body Movements

Avoid quick movements. It makes it difficult for webcams to capture sudden and quick movements. Quick movements may appear blurry or choppy to others on the same call. Maintain eye contact with the camera and try to be more engaging in the meeting.

10. Set Boundaries

Up until now, people were not having any designated office space at home. Earlier, they were working from common areas of the home that are bound to create some noise by a child or family member.

Always make a habit of having a meeting in a room where the door can be locked, making it clear for the family members to stay quiet and create a minimum commotion. Over time we will get better at this but till then we all need to make small adjustments in our daily personal habits.

11. Set an Agenda

When you are operating professionally from your private space, it is easy and natural to drift off. So make sure to have a clear agenda before meeting so all the participants have something to say and are more engaged in the meeting.

12. Pay Attention

Sounds obvious, isn’t it? But it is too common for people to switch to other apps if the meeting stretches too long. It is the meeting host’s job to keep the meeting on agenda as well as each participant’s job to make sure they pay attention to the entire meeting and ask questions to keep things rolling.

13. Introduce Everyone

If a meeting involves people from other departments or teams who don’t work as often together or with clients, always start the meeting by introducing each other as concisely as possible so everyone can have a context of what to ask.

14. Turn Off Notifications

It is very easy to forget while working from home to turn notifications off on your mobile as it is not very habitual compared to when you walk into an actual conference room. Turning off notifications of your system and mobile will allow you to not get distracted.

15. Give Everyone a Job

Ever wondered why you were in some meetings where you didn't know what you were supposed to do? It is the quickest way to kill team engagement. Provide everyone something to present or discuss before scheduling a meeting. This will help you avoid people who shouldn’t be at the meeting.

16. Summarize the Meeting Before Ending

It is essential that as the business meeting nears its end, everyone should have a clear objective of what they gained from the meeting and what to work upon next. The meeting host should give clear objectives on what was discussed that day, what each person needs to do with any deadline, and what next steps would be followed until the next meeting is scheduled.

It also provides a sense of accomplishment to each participant and establishes a clear goal of what others will be working on and just in case something overlaps they know whom to contact directly.

17. Don’t Interrupt Others

As the voice and video need to go through the internet to every participant make sure to not interrupt anyone as they are speaking. There is usually some lag during online meetings and the response usually reaches a bit later. Interrupting in between doesn’t leave a good impression on others in general as well.

18. Avoid Speaking Right Away

Waiting a second before speaking can clear a lot of confusion. For instance, if no one speaks you are good to go else wait until the other person ends talking. Always consider that it’s happening online and not everyone's internet connection will be stable.

19. Know Your Audience

As the inclination towards consistent online meetings will increase it is very important to make sure you know your audience and use terminology and discussion which can be understood easily by everyone. It will help in meeting to come out with an outcome, not with more doubts.

20. Breaks For Lengthy Meetings

If the meeting is supposed to take too long make sure to have appropriate arrangements and declare it beforehand on the agenda with the provision of taking breaks. This way everyone can take a small break and come back with a fresh mind to continue the discussion.

21. End on Time

It is easy to indulge in long discussions and go beyond the set time for the meeting. It ends up wasting time for all the participants who should be working on other tasks. If required, assign someone from the team to make sure the meeting remains on track and only the necessary points are discussed.

22. Allow People to Leave

Not all meetings require all the participants to stay in the meeting till the end. Some people from a few teams may have joined just for updates or quick discussions. Allow people to leave if the rest of the meeting doesn’t require some participants to stay as they can continue working on other important tasks.

Final Takeaway

It is reported that almost 52% of people work remotely at least once every week . The chances of your meeting with someone working remotely today are way higher than they have ever been. Learning basic online meeting etiquette is very important now.

As the businesses have started moving towards remote working culture to provide employees more flexibility, they have also begun to save huge expenses on real estate and other employee-related costs.

The trend of online meetings will keep growing and is bound to become a daily part of our jobs. By following online meeting etiquette tips, you can easily stay more productive and engaged during meetings.

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15 Virtual Meeting Etiquette Guidelines & Ground Rules

Virtual meetings are a great way to connect with prospects, clients, coworkers, and team members remotely.

Unfortunately, not many pay attention to their virtual meeting etiquette.

Like any other medium, there are indisputable differences between face-to-face meetings and online video meetings . As a result, video conferencing etiquette differs slightly from standard business etiquette.

To learn more, I have compiled 15 virtual meeting etiquette guidelines and ground rules that can prove handy the next time you are a part of an online session.

15 Virtual Meeting Etiquette Guidelines & Ground Rules

1. be conversant with the software.

There are so many platforms you can use for your virtual meetings . One of the most important ground rules is to pick the best suitable option. However, it’s not enough to have the best video conferencing software. You’ll also need software that you and other participants can use with ease.

Zoom, Skype, Google Duo, and Microsoft Teams are some of the most popular video conferencing software today. They each have different features which makes them unique.

For example, you may be needing features like screen sharing , encryption for securing, and live annotations. Some of these features can be crucial during your virtual conference so you shouldn’t just pick software out of the blue.

With this, it’s very important that you become conversant with the software and all of its functions. The last thing you want to happen is to be unable to locate useful options while the meeting is going on.

Also, you don’t just want to know how to use these features but also how to use them effectively. This is most important if you’re the host.

Fortunately, virtual meeting software programs like the ones mentioned earlier are relatively easy to use with a short learning curve.

2. Prepare ahead

Preparing ahead is necessary to avoid any last-minute rush. If you’re the host, you should send a meeting request with an agenda to all attendees before the call outlining the purpose.

This will include who will be present and any expectations for the session. There are different email templates for this that you can go with. Inform attendees if decisions must be made during the meeting so they can prepare.

Furthermore, before starting your video conference , check your platform’s audio and visual settings. This saves time spent on technical issues during the call. Prior to the meeting, assign roles since you can’t do everything.

For meeting participants, you should prepare everything you need to present ahead as well. Therefore, you should gather the materials or information that you may need to pass across during the virtual meeting.

Ask ahead of time about expectations and agendas if the organizer hasn’t provided them. If the host did send some materials to you, do well to review them before the conference begins.

There are other things you should prepare ahead for as well. This includes your attire, background, etc.

3. Stick to time

Whether virtual or not, being on time for a meeting is important. Punctuality is one of the signs of professionalism in any given circumstance.

As a host, for example, attendees won’t like to sit around waiting for you to show up since they can’t start without you. You should even be on the line before anyone else.

For attendees, joining the conference late shows you’re not dependable. If it’s a work conference, you’ll be passing the wrong message to your employees.

Not to mention, you’ll miss some topics on the agenda if you join late. If you were to present something important, you could miss the opportunity.

Sticking to time isn’t all about the time you join the meeting. It also involves the duration and time you leave the conference. A conference shouldn’t be longer than scheduled.

If the schedule is for two hours, try your best as the host to stick to the time frame. As an attendee, you should also be time conscious, not saying more than you should and keeping your contributions precise and to the point.

When you begin on time, you can end on time.

4. Dress appropriately

When attending a virtual conference , you should dress professionally. Even if you’re in your house, you shouldn’t dress casually. Dress as though you were attending a normal conference.

Most people on virtual conferences and video calls only care about what they’re wearing at the top. They could put on suits and still wear shorts, as long as it’s not seen.

This isn’t encouraging. You could get caught unaware in any situation; like when standing up. Even if nobody will be seeing your trousers, for the most part, it is still important to wear some.

It’s ideal that you ask your video host for the conference dress code if there is any. You might dress appropriately but if there’s a laid-out dress code, you’ll appear odd.

Another important etiquette guideline most people miss when it comes to dress code is jewelry. This is mostly for the ladies. Wearing large, heavy earrings, for example, may be a little over the top.

It’s not all about how you appear. Sometimes, jewelry can get noisy since it dangles as you speak. The same goes for bracelets if you are typing on the keyboard. All of these can disrupt your audio quality.

5. Have a clear background

Already, you should know how important your background is . After your face, your background is the next thing others will see.

If you’re used to working remotely, you should have a home office. Otherwise, you should pick the best room, preferably one with a plain background.

Don’t pick a room that others will need to access frequently. They could interrupt your input audio or distract you.

You should remove anything that’s inappropriate from your background. It could be a poster or a picture frame. You may feel these are not important but they could distract other participants watching you.

It’s vital to have good lighting when making a video call. Both you and your background require sufficient light. A dark, low-light background and environment generally make you appear unprofessional.

A window might be enough but in large rooms or at night, artificial lighting is required. Don’t overdo it with harsh lighting. You can also edit your video brightness and contrast from your software.

One of the best options to go with is a green screen. Video conferencing platforms, like Zoom, for example, feature green screens so you can choose any picture or even a video to use as the background.

6. Try to avoid distractions

Distractions can ruin a video conference. That your coworkers won’t notice you looking through your phone or doing something on another screen doesn’t mean you should.

Your distracted behavior can affect everyone. You could miss important points forcing the host or any speaker to repeat material already provided. Try to avoid distractions and stay focused.

First of all, turn off your phone or put it on silent if you’re not using it for the call. If you’re using your phone, then switch off your computer. Close all other apps and browser windows before connecting to avoid notifications.

Multitasking is one of the easiest ways to get distracted when on a video call. You shouldn’t do anything else except as it’s relevant to the meeting.

Ensure there are no distracting background noises like music or any loud equipment. You should be in a room alone and alert your family or others you stay with not to interrupt until you’re done. On your part, don’t distract others by interrupting them.

Meeting etiquette does not vanish just because you are not physically there. Apply the golden rule: treat other online meeting participants as you would like them to treat you.

7. Know when to speak

It’s easy to know who the main speaker is at a normal conference. However, in a virtual conference where you’re looking at multiple faces, it can be difficult if there are so many noises.

An important ground rule to remember is not to speak unless you need to. You should keep your microphone on mute when someone else is talking. That way sounds from your end won’t interrupt their voices.

If it’s an interactive conference, then you won’t need to mute your microphone. Just ensure your place is quiet and speak only when you have something important to contribute.

While on a video conference, it’s ideal to not rush while speaking. It’s a live stream and some people might be experiencing lag with their network or poor audio output due to their device.

By speaking relatively slowly, you make it easier for them to catch up with what you’re saying. If it’s a global conference, there could also be non-native speakers who require text translations. Speaking slowly could benefit them too.

If the conference rules allow it, you can pass some messages by chat instead of saying it. Most video conferencing platforms come with built-in LiveChat.

8. Speak to the camera

What you get when speaking at a conference is a captive audience with everyone watching you. Hence, in a virtual meeting, you must stare directly at the camera , and not at the screen. If you aren’t used to this, it could take a while to adjust.

If you’re not staring at the camera and maybe at one participant attendee on your screen, you won’t appear to be addressing anyone. Teach yourself that the camera is the audience.

Sometimes, you may be speaking from a note on your computer screen or in your hands. Nevertheless, you should try to refocus your gaze on the camera whenever you look up.

You’ll look more professional if you can memorize most of your manuscript, you can speak without looking at the notes. Switching between notes and your camera could distract you.

Whilst staring at the camera, touching your face is another benign behavior you should do away with. Hands to the face make you look uneasy and may distract others from what you’re saying.

9. Use the Keyboard less

When someone is talking in a video conference and people are typing on their keyboard to take notes or do other things, it doesn’t look good.

To have dialogues that generate more ideas, meetings require everyone to be more aware and mentally present in the topic. Using the keyboard will only be a distraction.

Not to mention the sound of your fingers hitting the keys could distract other participants. This is why one of the ground rules is to use the keyboard less.

Only type if you have to or if you’re assigned to take the meeting minutes. If you must type, you can invest in a high-quality keyboard to minimize the sound or simply mute yourself while taking notes.

An alternative if you want to take notes or minutes during a video call, is to record the conference. After the session, you can replay it and get all the notes you need.

You can easily screen-record a video conference with any of the popular virtual conferencing tools out there. By default, anyone in the video conference can record. However, if it’s a highly private video conference, the host could forbid participants from recording.

10. Minimize body movement

You might think because you’re not seeing other participants in person so your body movement doesn’t matter. It does matter a lot.

You can pass several messages via non-verbal communication. An ideal way to go about it is to make as little body movement as possible.

Constantly turning from side to side could tell other participants that you’re not paying attention. They’ll assume you’re distracted by something nearby.

Likewise, constantly making shifts in your seat could show that you’re uncomfortable or you’re bored with whatever the conference is discussing.

If you’re the speaker, then your body movement matters the most as all eyes will be on you. What you want to do is to improve your body language rather than just making random body movements.

Body language does include body movements and others like facial expressions, gestures, and voice tone. Posture is also important.

Good posture during a virtual conference shows that you are alert, interested, and involved. Slouching in your seat is very casual and can make you appear unprofessional.

If you easily sink into your seat on a video call, try supporting yourself with a pillow. It will force you to sit up straight and pay attention.

11. Have breaks

This ground rule is for hosts. Like in any normal conference, there should be short breaks. This is most important if you’re hosting a relatively long conference. No one would enjoy being in a five-hour long virtual conference without taking a break.

Your participants will appreciate the opportunity to use the restroom, have a little something to eat, attend to something else quietly, or simply stay away from the event for a few minutes. Don’t forget that getting up and moving has a positive impact on cognitive health.

An important question, however, is what’s the ideal time for a conference break? When arranging your conference schedule, it’s helpful to know how long the meetings should go and how long the breaks should be.

The optimal meeting to break ratio is 52 minutes followed by a 17-minute break – the Rule of 52 and 17. This allows your participants to be as productive as possible.

You may change up the times a little. For example, you can set up a plan that allows for 50 minutes of meeting time followed by a 20-minute break for a total of 70 minutes.

12. Avoid eating

It’s not okay to eat in front of the camera. One of the rules of using a computer is not to eat close to it to avoid getting crumbs stuck between the keys on your keyboard.

There are different opinions on eating etiquette. Nevertheless, the majority would agree that eating during a conference, virtual or not, is unprofessional. Try to follow the same ground rules that you would if you were meeting in person.

Eating could be a major distraction most especially if you’re in a conference with not many participants. You would feel embarrassed if you spilled food on your clothes or your face during a conference.

Most presenters would issue a rule against eating. If you flaunt it, you could get kicked out of the conference.

Notwithstanding, sometimes, it could be difficult to have time to eat when your day is very busy. That’s why breaks are important so it gives participants the time to do something else.

If you must eat during a virtual conference, then turn off the camera and microphone. Alternatively, you can simply excuse yourself.

13. Don’t leave without informing others

Whether the conference has ended or not, you can easily leave by clicking the exit button. However, you shouldn’t ghost your participants like that.

Your host might need you to share an opinion or make a presentation. If they know you’ve left, then they can keep you out of the conversation and subsequently assign someone else to do the tasks.

As mentioned earlier, it’s ideal to prepare ahead so you can avoid all possible distractions and interruptions during your conference. However, no one can be 100 percent prepared.

Something else may come up that really demands your attention to leave the conference. However, you should inform someone.

One of the best ways is to drop a chat message. Sound as polite as possible and relate the importance of why you want to leave.

If you’re not going away for long, you can simply minimize the video call window and reopen it when you return.

14. Protect sensitive information

More often than not, you’ll need to share your screen with other participants in the conference when making a presentation. Your computer might contain other stuff that is not work-related.

Displaying such inappropriate stuff while sharing your screen is unprofessional. If the content is too inappropriate, it could affect your reputation in your company.

Hence, if you’re sharing your screen with other meeting attendees while giving a presentation , ensure just the stuff you want them to see is shown.

Close any unneeded tabs in your browser window and other programs you’ve been working on before starting a video conference.

When sharing your entire desktop, searching in the browser’s address bar may result in potentially humiliating auto-complete results. By opening a new browser window and planning ahead of time, you can keep sensitive or potentially humiliating information private.

Ideally, choose the option to screen share only one screen or one app instead of your entire desktop. This gives you more control over what your audience sees throughout your presentation.

The attention should be on you and your presentation, rather than on anything else that can derail your message.

15. Wrap up professionally

How you end your virtual conference as a host is vital. One of the best ways to do this is by implementing a closing round as proposed by Ev Williams , co-founder of Twitter and Medium.

The idea of a closing round is simple. You simply ask people to drop closing remarks on the topics discussed in the conference. This could take about 30 seconds or less for each speaker.

Having a closing round ensures that everyone has an opportunity to get something off their chest. As a host, it shows that you’re paying attention to the perspective and opinions of others.

On your part as the host, you should give a summary of everything that the conference is all about. Ideally, you should prepare your closing remarks beforehand. While speaking, use a strong yet cheerful and polite tone.

During the virtual conference, you should also show that you’re time conscious by making reference to time. Randomly reminding participants of how much time is left.

Finally, as a host, you should be the last person to exit the conference since you alone can end the stream. Turning off the video call when other participants are not done can be disrespectful.

A video conference is different from a normal conference because you’re attending remotely.

However, you should take care of essential etiquette and follow ground rules just like any normal conference.

Not only would that make you look polished but painstakingly professional.

Tom loves to write on technology, e-commerce & internet marketing. I started my first e-commerce company in college, designing and selling t-shirts for my campus bar crawl using print-on-demand. Having successfully established multiple 6 & 7-figure e-commerce businesses (in women’s fashion and hiking gear), I think I can share a tip or 2 to help you succeed.

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Leverage our Online Meeting Etiquette PPT template to demonstrate the rules and behavior for conducting and attending virtual meetings. Business leaders can utilize this entirely customizable set to highlight the significance of meeting etiquettes in avoiding distractions, focusing on the agenda, and completing the meeting on time. Using these PowerPoint slides, you can exhibit a few tips to prepare for virtual meetings efficiently.

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Leverage our Online Etiquette presentation template for MS PowerPoint and Google Slides to showcase the ethical code of guidelines and policies to promote appropriate online behavior and communication. You can also explain how these etiquettes contribute to a more respectful and harmonious online environment.

Business executives and HR professionals can utilize this set to illustrate the different types and examples of online etiquette or netiquette. IT professionals can depict the best practices that help cultivate a safe online culture and reduce the risks of cyberbullying, cyberattacks, etc. You can explain ways to enforce courteous conduct in emails, social media, online forums, and other virtual spaces.

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8 Simple PowerPoint Presentation Etiquette Rules You Need to Follow

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PowerPoint presentation etiquette is key to delivering a professional and engaging slide deck. Whether you're designing PowerPoint presentations for a corporate meeting or a big event, knowing the do's and don'ts is crucial. These small details can make all the difference. With industry-leading tips, you can improve your presentation design. You'll be able to craft effective presentations that capture your audience's attention. From keeping your PowerPoint design clean to mastering the right transitions, these basics matter. Understanding etiquette helps ensure you’re not just making a slide deck. You’re creating a compelling visual story.

In this article, we’ll explore what PowerPoint presentation etiquette is all about. We'll explain how it ties into designing PowerPoint presentations that leave a lasting impression. We’ll also break down the benefits of using PowerPoint to design presentations. Then, we’ll dive into simple yet effective rules for creating industry-leading slide decks. Stay tuned as we cover essential topics. These include what PowerPoint presentations are, key etiquette to follow, and other important rules to remember when preparing your next presentation.

What are PowerPoint Presentations?

A PowerPoint presentation is a series of slides used to communicate information. It is commonly used in business, educational, or professional settings. The tool delivers content in a visual and organized way. It combines text, images, videos, charts, and animations. PowerPoint offers built-in templates and design elements. This makes it easier to create high-quality PowerPoint presentations that are both engaging and visually appealing.

When designing PowerPoint presentations, it’s important to understand basic design principles. You should choose readable font styles and maintain consistent colors. Limiting the text on each slide is also key. These simple rules ensure your slides communicate effectively without overwhelming your audience.

PowerPoint also allows users to integrate multimedia, such as videos and graphics. This makes it easier to engage your audience. By following proper PowerPoint presentation etiquette, like using smooth transitions and keeping the layout clean, you can deliver impactful presentations. These presentations not only look professional but also hold the audience's attention.

Benefits of Using PowerPoint to Design Presentations

PowerPoint is widely recognized as a powerful tool for creating engaging and effective presentations. It offers numerous benefits that help presenters communicate their messages clearly while maintaining audience attention. Below, we explore some key advantages of using PowerPoint for presentation design:

1. Enhances Visual Communication

PowerPoint makes it easy to incorporate data visualization tools like charts, graphs, and images into presentations. These visual aids help break down complex information, making it easier to understand. By turning numbers into graphics, you can engage your audience more effectively and make your content memorable​.

2. Supports Multimedia Integration

PowerPoint allows users to integrate animations and other effects, including video, audio, and interactive elements. This variety of media can add depth and creativity to your slides, helping to keep the audience engaged. However, it's essential to use animations carefully to avoid overwhelming or distracting the audience​.

3. Organizes Complex Content

With features like slide templates and outlines, PowerPoint helps organize even the most complex design structures. This ensures your presentation flows logically, allowing you to present your ideas in a clear and digestible way. By following basic PowerPoint presentation etiquette, you can avoid overloading your audience with too much information on a single slide.

4. Offers Flexibility in Design

PowerPoint provides flexibility with templates. This allows users to create presentations with different fonts, layouts, and themes. You can tailor your presentation design services to suit various styles or purposes, ensuring brand consistency while maintaining professionalism.

5. Boosts Audience Retention

Interactive features like transitions and hyperlinks make it easier to hold attention during a presentation. This ensures that you keep your audience focused on key points, helping them retain the most important information. Well-designed slides can also prevent overwhelming or confusing the audience, avoiding overload.

6. Time-Saving Features

PowerPoint includes features like pre-designed templates and slide duplications that make it faster to create presentations. You can take your slides to the next level quickly without sacrificing quality. These tools allow for efficient production while maintaining a polished, professional look.

Incorporating PowerPoint presentation etiquette helps ensure your slides are clear, well-organized, and visually appealing. By integrating fonts, data visualization, and multimedia elements wisely, you can create impactful presentations that keep your audience engaged and prevent distractions. PowerPoint’s flexibility and powerful features make it an invaluable tool for both beginners and experts alike​.

PowerPoint Presentation Etiquette Rules That You Must Follow

PowerPoint presentation etiquette plays a crucial role in delivering an effective presentation that captures the attention of your audience. Following proper guidelines ensures that your slides are visually engaging, informative, and professional. By applying simple rules, you can avoid common pitfalls like overwhelming your audience with too much information or distracting them with unnecessary effects. Below are 8 essential etiquette rules to enhance your presentations.

1. Limit Text on Each Slide

Avoid overcrowding your slides with excessive text. Instead, use short phrases or bullet points to convey key ideas. This prevents information overload and keeps your presentation clear. Stick to the 5/5/5 rule: no more than five words per line, five lines per slide, and five text-heavy slides in a row. This approach helps keep your audience focused on your message.

2. Use Readable Fonts

Selecting the right fonts is essential for readability. Choose simple, clean fonts like Arial or Calibri, and ensure they are large enough to be seen from the back of the room. Avoid decorative or fancy fonts, which may be hard to read and can distract the audience from the content. Consistency in font style throughout the presentation helps maintain a professional look​. Here's a list of the best fonts for PowerPoint presentations that we curated. 

3. Incorporate Data Visualization

Using data visualization tools such as charts, graphs, and diagrams makes complex information easier to understand. Visuals provide a clear representation of data without overwhelming your audience with numbers. Ensure that your data visuals are simple and relevant to the content of the slide, avoiding complex graphics that may confuse rather than clarify.

4. Avoid Overuse of Animations

While animations and other effects can enhance your slides, using too many can be distracting. Stick to subtle effects that serve a purpose, such as emphasizing key points. Avoid flashy transitions or unnecessary animations that might distract your audience from the message you're trying to convey.

5. Choose Simple Backgrounds

Your slide background should support your content, not compete with it. Use simple backgrounds with plenty of white space to keep your slides clean and uncluttered. Busy patterns or intense colors can make text difficult to read and divert attention from your message​.

6. Use Consistent PowerPoint Templates

Pre-designed PowerPoint templates offer a cohesive and professional structure for your presentation. These templates help maintain consistency across slides in terms of layout, fonts, and colors, ensuring that your presentation flows smoothly from one slide to the next. This consistency helps keep your audience engaged and reduces visual distractions​.

7. Keep Slide Transitions Simple

Excessive slide transitions can make your presentation feel amateurish. Stick to simple transitions that do not delay the flow of your content. A well-timed, smooth transition keeps the presentation moving and maintains the audience’s attention​(.

8. Use Short Text and Visuals

Instead of lengthy paragraphs, opt for short text supported by visuals. This keeps the focus on your spoken presentation while the slides reinforce your message. Simple images or diagrams can make the slide more visually appealing without overwhelming the audience.

By adhering to PowerPoint presentation etiquette, you ensure that your presentations remain professional, clear, and engaging. Keep your slides simple, use visuals effectively, and avoid overloading your audience with too much information. A well-structured presentation will not only capture attention but also leave a lasting impact on your audience.

Other Rules that Support PowerPoint Presentation Etiquette

Understanding the various rules that support PowerPoint presentation etiquette can significantly improve the effectiveness of your presentations. These rules offer guidelines to help you organize content, maintain audience engagement, and avoid overwhelming your listeners. Below, we’ll dive into three essential rules: the 5/5/5 rule, the 10/20/30 rule, and the 7x7 rule.

1. The 5/5/5 Rule

The 5/5/5 rule suggests limiting each slide to no more than 5 words per line, 5 lines of text per slide, and 5 slides in a row following these rules. This guideline keeps your content concise and prevents your audience from feeling overloaded with information. By keeping the text minimal, this rule allows the speaker to focus on engaging with the audience instead of relying heavily on reading from the slides. Additionally, this rule emphasizes using visuals and other interactive elements to make presentations more dynamic and less text-heavy​.

2. The 10/20/30 Rule

Popularized by Guy Kawasaki, the 10/20/30 rule aims to create a balance between content and audience engagement. It suggests using no more than 10 slides, delivering the presentation within 20 minutes, and using a minimum 30-point font size. This rule is particularly helpful for ensuring presentations are concise and to the point. Limiting the number of slides prevents information overload, while the larger font ensures readability, even for those sitting further away from the screen​

3. The 7x7 Rule

The 7x7 rule helps simplify presentations by limiting the amount of text on each slide. According to this rule, you should use no more than 7 lines of text, with no more than 7 words per line. This ensures that slides are easy to read and don't overwhelm your audience with too much information. By adhering to this rule, you can avoid clutter and keep the focus on your main points​

By following these three rules as part of your PowerPoint presentation etiquette, you can create clear, engaging, and professional presentations. These guidelines ensure that your audience remains focused on your key messages without feeling overloaded by text or lengthy slides. Implementing these rules consistently will not only enhance your delivery but also help your audience retain more information.

Deck Sherpa: Ensuring Professionalism Through PowerPoint Presentation Etiquette

Adhering to PowerPoint presentation etiquette ensures your presentations are clear, engaging, and professional. By following essential rules like limiting text, choosing appropriate fonts, and incorporating data visualization, you can create slides that capture attention. These rules help convey your message effectively. Additionally, guidelines such as the 5/5/5, 10/20/30, and 7x7 rules streamline content. They prevent overwhelming your audience and keep them engaged throughout the presentation. Consistency in design is also important. Simplicity in layout and careful use of transitions and animations further enhance the audience’s experience.

For businesses looking to elevate their presentations, Deck Sherpa is here to help. As India’s leading presentation design agency, Deck Sherpa follows PowerPoint presentation etiquette rigorously across all projects, whether for local or international clients. With a keen eye for detail and adherence to best practices, we ensure your presentations are visually compelling and professionally executed. Let us help you make your next presentation impactful. Call 1800 121 5955 (India), email us at [email protected] , WhatsApp us , or fill out our Contact Form with your details and requirements to get started today!

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