A Guide On Virtual Meeting Etiquette

Posted on by Catherine Fitzgerald B.A. M.A.

Virtual meetings are now a staple of modern work.

Following proper etiquette ensures your meetings are productive, inclusive, and professional.

Here’s how to make the most of every online gathering:

1. Be Prepared and On Time

  • Review the agenda and any pre-reading materials before the meeting.
  • Test your equipment, software, and internet connection in advance.
  • Set a reminder to join a few minutes early to avoid delays.

2. Dress Professionally

  • Even when working from home, wear clean, professional attire—at least from the waist up.
  • Present yourself as you would in an in-person meeting.

3. Choose an Appropriate Setting

  • Find a quiet, well-lit space with minimal background distractions.
  • Check your camera framing and lighting so your face is clearly visible.
  • Use a neutral or professional virtual background if needed.

4. Use Video Whenever Possible

  • Turn your camera on to foster human connection and engagement.
  • If you must keep your video off, set a professional profile picture and let attendees know why.

5. Mute When Not Speaking

  • Keep your microphone muted when you’re not talking to minimize background noise.
  • Unmute only when you’re ready to contribute.

6. Give Your Full Attention

  • Avoid multitasking—close unrelated tabs, silence your phone, and focus on the meeting.
  • Use attentive body language and look at the camera when speaking.

7. Follow the Agenda and Stay on Topic

  • Stick to the planned topics to respect everyone’s time.
  • If you’re hosting, share the agenda in advance and assign roles (note-taker, timekeeper, etc.).

8. Be Respectful and Inclusive

  • Don’t interrupt others; let everyone finish their thoughts.
  • Encourage participation from all attendees, especially remote or quieter team members.
  • Avoid side conversations, both in chat and in person if in a hybrid setting.

9. Communicate Clearly

  • Speak clearly and at a moderate pace.
  • Use the chat function for relevant questions or comments, but don’t let it distract from the main discussion.

10. Manage Technical Issues Gracefully

  • If you experience connectivity problems, let the group know.
  • Have an audio-only backup option if video isn’t possible.

11. Wrap Up and Follow Up

  • Summarize key points and action items at the end of the meeting.
  • Gather feedback to improve future virtual meetings.

Quick Tips:

  • Behave as you would in person—be present, polite, and professional.
  • Avoid eating, whispering, or making distracting noises.
  • If you need to step away, turn off your video and mute your mic.

By following these etiquette guidelines, you’ll help create a respectful, efficient, and enjoyable virtual meeting experience for everyone involved.

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