house rules for online presentation

Future of Work , Remote Working

These ground rules make virtual meetings better for everyone.

It comes as no surprise that more companies are relying heavily on virtual meetings to conduct collaborative sessions. The rising popularity of the remote-work culture has fundamentally changed the way businesses operate their meetings and establish employee relationships. 

Yet, if handled poorly, virtual practices can create more problems than it solves. In this guide, we will lay out some helpful ground rules for virtual meetings you can use to carry out your online meetings and facilitate company productivity.

10 Ground Rules for Virtual Meetings

Whether you’re seeking ground rules for Zoom meetings or any other virtual platform, your goal is to host online sessions with clear guidelines that your participants can follow. Take a look at the following virtual meeting housekeeping rules. 

1. Have an agenda

Without a clear agenda, there is no framework for what a meeting is supposed to accomplish. Before an online conference, spend time creating a detailed outline that describes the objectives, who is responsible for what, and the critical takeaways from your meeting. 

If you are the organizer, ensure your team has access to the agenda via a shared document so they know what to expect. Cover the essentials and stay on-topic.

2. Select a suitable meeting platform

No platform is the same. Every virtual program is equipped with distinct features, compatibility systems, and basic functions. Your conference platform should allow you to conduct your meeting smoothly and facilitate audience participation.

Consider Scoot as your next virtual platform. Our platform is designed to help you foster authentic connections and increase company productivity and engagement. Attendees can move around the virtual space, from one conversation to the next, just like real life. It brings the fun back to virtual meetings.

3. Dress nicely

Even in online meetings, what you wear speaks volumes about your image. Strive to present a professional image by wearing clothes that cover your entire body from top to bottom. Virtual meetings are meant to represent formal sessions, so aim for something that communicates a sharp and serious attitude.

4. Have your camera on

Remote meetings can make employees feel disconnected, making collaboration difficult. To avoid this obstacle, ask your team to keep their cameras on throughout the conference. This way, you can facilitate conversations, increase engagement , and convey important topics more humanely. The key is to make your virtual gathering resemble an in-person session.

5. Limit distractions

Virtual meetings are not the time for multitasking or attending to personal matters. Your phone, kids, and pets can all be major distractions, causing you to lose concentration and miss vital information. Assess your surroundings and limit interruptions. Put your phone on silent and inform your family that they should not interrupt you.

6. Take breaks

Long meetings can cause fatigue and reduce concentration. No host should conduct a two-hour presentation without reasonable breaks. This allows participants to rest, recharge, and return with a clear mindset. If you’re hosting back-to-back meetings, leave 10 to 15 minutes between them. 

Not only will you increase productivity, but you will also help your employees reduce their stress levels.

7. Avoid interrupting others

We’ve all heard the golden rule, “treat others the way you would like to be treated.” The same principle applies when discussing ground rules for virtual meetings. Speakers must be able to communicate key points and essential information without being interrupted by their colleagues.

Not only is interrupting disrespectful, but it also disrupts the flow of a presentation. Keep your microphone on mute, and limit any distractions around you that may interfere with your conference.

8. Do not leave unannounced

Never leave any virtual meeting unannounced. A sudden departure with no notice is rude and puts your team in an awkward position. Yes, it’s true, urgent matters may come up. If you must leave in the middle of a meeting, drop a message in the chat box to let your colleagues know.

If you can, inform others before the meeting that you will be departing. This way, they can prepare for your departure ahead of time.

9. Make time for questions

When you conduct meetings (online or in-person), you should expect questions at some point. These questions can pertain to the presentation, team objectives, employee tasks, etc. Reduce concerns and uncertainties by making time for questions at the end of a meeting.  

Additionally, spend some time beforehand coming up with a list of potential questions that might be brought up. This way, you’ll be prepared to address possible issues.

10. Stay on schedule

Online meetings should never go longer than expected. While delays are common, always try to stick to a scheduled time frame. If you scheduled a 30-minute conference call, you should cover your essentials within that period. Be mindful of other tasks or meetings your employees have to attend. Avoid delays by making your points clear, precise, and straight to the point.

Facilitate Engaging Virtual Meetings With Scoot

Virtual meeting housekeeping rules are designed to minimize online concerns and improve employee communication. 

Here at Scoot , we are dedicated to enhancing employee engagement and bringing the fun back to virtual meetings.

Learn more about our virtual meeting platform and contact us for more information.

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• The 7 Rules of Virtual Meeting Etiquette Every Professional Should Know - GoTo Meeting

The 7 rules of virtual meeting etiquette every professional should know

As the Coronavirus (COVID-19) continues to spread, few industries remain unscathed – and virtual meetings have become an essential part of how modern businesses maintain productivity and continuity. They’re an easy, cost-effective way to align multiple offices, keep remote employees engaged and work with clients and vendors.

While virtual meetings  have likely been a part of your daily work routine for some time now, it’s still easy to fall victim to some major meeting faux pas. Virtual meeting etiquette is a whole new ball game compared to in-person meetings, as many folks are learning this week!

To help you keep your meetings productive and professional, follow these seven simple virtual meeting etiquette rules and tips.

1. Leave the keyboard alone

Whether you’re diligently taking notes like a model employee or sneakily chatting with your work bestie, the sound of your typing is distracting. It’s not only distracting everyone else in the meeting (because your laptop’s internal microphone is inches away from your keyboard), it’s also preventing you from devoting your full attention to the meeting. Opt for a quality headset or pick up your notebook and pen to take meeting notes  instead.

Product tip : Let GoTo Meeting  take notes for you! Our Smart Assistant automatically transcribes meetings so you can focus on what’s being said – not what to write. After your meeting, you can easily search for keywords in the text of your meeting transcription and share the content with a link.

2. Dress appropriately

One of the magical things about working remotely is the freedom to wear anything to work. It’s the dream, right? Still, there’s no reason to show your co-workers your PJs and bedhead. (Unless it’s a joke the whole team agrees on, in which case we approve).

Take a few minutes to throw on a clean shirt and brush your hair. The best part of actually getting ready while working remotely is that you’ll put yourself in the right headspace to be productive.

3. Be aware of your surroundings

Your coworkers won’t be able to hear your ideas or take you seriously when there is a pile of dirty clothes in the corner behind you. You also want to avoid looking like you work from the inside of a cave because of bad lighting.

Adjust your work setup so that you face a window or are exposed to plenty of light. And make sure your background is professional and work appropriate! This means:

• No beds (unmade or made) in the background
• No messy rooms or open closets where everyone can see your clutter
• No NSFW artwork

While kids and pets are adorable (and a much needed distraction when you’re feeling overwhelmed), your coworkers won’t love having to talk over a screaming child or barking dog. So, be mindful of noise and…

4. Mute your microphone when you’re not talking

There’s nothing more frustrating than hearing that alien echo noise from conflicting microphones. Save everyone from the ear-splitting madness by joining the meeting while on mute!

Unless you live alone, your house is probably pretty noisy these days. Muting your microphone when you’re not speaking gives other participants the ability to chime in and share their thoughts without distraction or frustration.

5. Speak up

When you enter a small meeting (around two to five people) announce yourself when you join. It can be awkward to hear the “someone-just-joined” ding followed by silence. When you hop on the meeting, introduce yourself and say hi – just make sure not to interrupt someone mid-sentence.

Don’t be afraid to project your voice, too! Your team will appreciate being able to hear you without having to strain their ears or turn their volume all the way up.

6. No food allowed

Try to eat a snack before your virtual meeting. No one wants to see you stuff your face with chips while discussing important business matters. Not only is it distracting to others, you won’t be able to focus on the task at hand because you’ll be worrying about dropping crumbs all over your keyboard.

7. Stay seated and stay present

It may be tempting to check your inbox or carry on a side conversation during a dull moment in a meeting, but don’t do it! You might miss out on key information or an opportunity to give input. If you’re using your webcam, use attentive body language: sit up straight, don’t make big extraneous movements, and don’t let your eyes wander too much.

Once you have mastered this meeting etiquette, make sure you are making the most of your virtual meetings with these 8 can't-miss tips .

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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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 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.

Reduce employee churn

Connect your employees, train them and reduce churn with Livestorm

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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Analyze all of your data with Livestorm's powerful reporting features.

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 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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Automatic post-webinar follow-up campaigns: save time with livewebinar, how to use gopro as a webcam during webinars, provide your company with the solutions it needs.

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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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12 essential ground rules for online or hybrid meetings

Posted on October 24, 2022 by Louise Howland

Online meetings have been something we’ve all had to get used to over the past few years. Whether it’s staying on mute, knowing to blur your background, or how to exit a call, conducting a virtual meeting still presents challenges. And as virtual meetings certainly aren’t going anywhere, read on to discover our 12 essential ground rules for every virtual meeting!

1. Get your set-up right

The first step of any virtual meeting is ensuring you have the correct set-up. Whilst traditional in-person meetings may have required some set-up in the form of connecting your laptop to the conference monitor, online meetings have presented many more considerations and steps to take before you can get started.

2. Give plenty of notice

While a verbal confirmation may have done the job in the past, virtual meetings require much more organisation for the busy modern worker. Sending a calendar invite, via Outlook or similar, to all attendees is a must to allow your attendees to accept, reject or reschedule.

3. Make sure you have a strong internet connection

We all know that internet connectivity can present difficulties when it comes to online meetings, so it is important to make as many allowances as possible for this. It may be that your office internet connection is more reliable than at home, and so hosting your meeting from your office is a better option.

If you’re joining the meeting from home, you’ll want to ensure you’re in a room with the best signal or try a WiFi extender if you’re having trouble.

4. Troubleshoot before you join

A vital step in your virtual meeting set-up checklist is ensuring you’ve set up with plenty of time to allow for troubleshooting. Microsoft Teams allows you to run a test beforehand, where you can check your microphone, video and any other settings you wish! This will save valuable time when it comes to your meeting and give you peace of mind before presenting.

5. Know your role before the meeting starts

In virtual meetings, the communication signals you have in a physical room aren’t possible. You therefore need to know what you’re doing before you even join the call.

There are three key roles: organiser, host and contributor, as well as attendees.

The meeting organiser has more control than any other meeting role. They can limit other users, have greater control over the running of the meeting and they also control breakout rooms.

The host will also have access to many of the controls that the organiser does, and they should ensure that their roles are agreed upon before beginning the meeting.

It should also be noted that there may be slight administrative differences across platforms such as Microsoft Teams or Zoom , or that in many cases, the host and admin are the same person. This should all be taken into account before the meeting itself.

6. Check your microphone and video status

As many have discovered over lockdown, microphone and video settings are a hot topic of conversation in the working world. Should you blur your background or not? Mic on or off? It seems there are conflicting preferences everywhere you look.

Of course, as the host, ensuring your microphone and video is on and working properly is vital to conduct the meeting properly. But your mic and video etiquette are equally as important as an attendee!

7. Mute yourself

Keeping your microphone on may create a feedback loop, distracting the call, and if everyone has their sound on, there will be conflicting background noise which is helpful to no one. If, however, you’re attending a small video call of 10 people or less, then keeping your mic on can help communication.

8. Keep your video on if you feel comfortable

Whilst many may feel reluctant to having their video on, this gives online calls a personable feeling, allowing users to connect on a human level across technology. This is something we’ve all had to get used to over time and blurring your background may make you slightly more comfortable in doing so.

You can find your microphone and video settings at the top of your video call (as pictured in Microsoft Teams).

9. Keep your background professional

If you decide not to blur your background, then ensuring your backdrop is appropriate is vital. Whether you’re an attendee or the meeting organiser, calling from a messy room or busy coffee shop, for example, is inappropriate. Not only do these backgrounds lack professionalism, but they can also prove distracting to those attending the call. The best thing to do is find a blank wall, or space with minimal background distraction!

10. Remember chat etiquette

Whilst it may be tempting to message your co-worker whilst watching a presentation, be mindful of how this will come across. Whilst chats can prove a very useful function in online meetings, whether that is asking a quick question or used to send over notes, spending a large amount of time chatting away to your colleagues instead of watching the presentation is inappropriate. Be mindful!

11. Take time to familiarise yourself with software

Nobody wants to log onto a call on time to find the host is experiencing technical difficulties purely through lack of knowledge of the video calling platform. And on the other hand, the presenter does not want to be distracted by an attendee doing the same! No matter your role in the meeting, spend a little time to familiarise yourself with the software being used, whether that is simply knowing the difference between Microsoft Teams on desktop vs your web browser, for example.

12. Act as you would in person

Last but certainly not least is simple – act as you would in person. If you wouldn’t do it in the office, don’t do it on the call! Refrain from eating, make sure to introduce yourself and say goodbye as you log-off, and don’t be late. Whether you’re the host or attendee, nobody wants to hold up a meeting. If you’re conducting a hybrid meeting, make sure to be mindful of those connecting remotely – don’t begin a side conversation that those attendees can’t hear or contribute to!

Looking to strengthen your virtual meetings?

If you’re looking for productive, effective communication via online meetings, speak to the experts at ramsac today. We provide jargon-free, proactive IT support to help you make the most out of your facilities.

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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.

Blog / Teamwork /

7 Ground Rules for Virtual Meetings

Use these 7 ground rules to keep your virtual meetings efficient and productive.

December 14th 2021

by Daniel Olaogun

in Teamwork

During the COVID-19 era, many companies have embraced the remote-work culture and increased their reliance on virtual meetings, using audio and video chat tools like Zoom , Google Meet , Skype , or Slack . Virtual meetings enable remote workers across different time zones to hold daily stand-up meetings, weekly reviews, project presentations, and other events from the comfort of their home location.

To host an effective virtual meeting, it is important to have a set of ground rules for all participants. When everyone knows what to expect from a meeting, they can be more productive and courteous, communicate more effectively, and avoid distractions.

Here are seven ground rules that you should incorporate in your virtual meetings:

• All meetings must have an agenda
• Participants should mute their microphones when not speaking
• No multitasking
• Don’t interrupt other people or attempt to speak over them
• Participants should turn their video on
• Dress appropriately and be presentable
• Timebox all out-of-scope discussions

1. All meetings must have an agenda

Without an agenda listing essential points to be discussed, your team might veer away from the meeting’s objective. The agenda acts as a guide to ensure you discuss all points in order and in a reasonable amount of time. It also makes sure you don’t accidentally leave out important points. You should share the agenda with all attendees before the meeting so that they can adequately prepare; this ensures better participation.

If you are participating in a meeting, request an agenda if the meeting host invites you without one. It confirms that you should be part of this meeting in addition to helping you prepare for it.

Additionally, once you know the agenda, you can prepare your speaking materials to match that agenda (if you are a speaker), jotting down questions you need clarified. If you join the meeting without seeming to know what it’s about or why you’re there, you can give other attendees a bad impression and make them feel that you’re wasting their time.

A great approach is to use a shared document, like a Google doc, and use it for both the agenda and for taking meeting notes. Since it can be hard to participate and take notes at the same time, make it a team effort and have people that are not talking in the meeting, at any given time, help take notes.

2. Participants should mute their microphones when not speaking

This one is obvious but still needs repeating. It’s irritating to hear noises from non-speaking participants while the current speaker is making valuable points. Some participants may find it challenging to maintain a completely quiet environment during virtual meetings, so muting your microphone when not speaking is good etiquette. This ensures that background noises such as kids playing in the yard or passing cars won’t distract other participants.

3. No multitasking

You might think you can pay attention to the meeting while you’re making breakfast, working on a project, answering an email, or using your mobile phone. However, trying to multitask distracts you from the meeting, and you might miss crucial points. That distraction also prevents you from contributing meaningfully to the meeting.

If you’re hosting the meeting, obviously multitasking will send the wrong signal to other participants, and they will be more likely to multitask in future meetings because they’ve seen you doing it. Make sure that your important tasks don’t clash with your meeting schedules.

As a general rule, if you wouldn’t do it at an in-person meeting, don’t do it virtually. To help ensure you don’t get distracted, turn off notifications in Slack and on your phone.

4. Don’t interrupt other people or attempt to speak over them

You may disagree with someone but you shouldn’t interrupt while they’re speaking or try to talk over them. You will be seen as rude. The proper meeting etiquette is to allow the participant to finish making their points before you speak. Otherwise, the other attendees may not be able to fully focus on what either of you is saying. Also, if you’re quick to interrupt, you might not be fully listening to the other speaker and may miss part of what they say.

5. Participants should turn their video on

Attendees are better able to interact with each other when they can see each other. Having faces to match to the voices helps build relationships among remote team members and gives more life to the meeting. If participants have their video on it makes for a much more engaging experience.

6. Dress appropriately and be presentable

Even in a virtual setting, you want to present a professional image to your other team members. While you generally have the freedom to wear what you want when working remotely, a meeting is a slightly more formal situation. You should ensure that you are properly dressed for all virtual meetings. Properly dressed at the very least means that you are wearing clothing that covers the top and bottom parts of your body. The important thing is that all participants feel comfortable. If you look sharp and presentable, other participants will feel more comfortable.

7. Timebox all out-of-scope discussions

During the meeting, one of the discussions may lead to an off-topic discussion. Such enthusiastic interaction is good, but an off-topic conversation could overtake the meeting, causing your team to lose focus and unnecessarily extending the meeting time. If you’re the host, you need to monitor these types of discussions and prevent them from derailing the meeting.

If it gets to the point that it threatens the meeting agenda, you’ll need to intervene. Inform the participants that they should schedule a separate meeting to continue their discussion.

Bonus Rule: Attend meetings in suitable locations

When you are about to join a virtual meeting, you want the space you’re using to be well lit, quiet, and free of distractions. If the room is too dark or there’s too much ambient noise, you might miss important parts of the discussion and you won’t be able to participate effectively. Choose your location wisely and test the lighting, noise levels, and background visuals before you sign in.

The biggest challenge of virtual meetings is making sure they’re productive. If you follow these and other common sense rules, your meetings will be well-run and effective.

More in Teamwork

• → Finding your async Agile mojo
• → Meta Workplace Alternatives
• → A pragmatic look at using generative AI on a digital team
• → What is Continuous Coordination?
• → The cure for micro-management
• → Google's Crackdown

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The 10 Ground Rules for Meetings

Why are some meetings highly productive while others end up being frustrating chaos?

In addition to having a meeting agenda that guides meeting participants towards accomplishing the meeting goals, participants of productive meetings have a clear understanding of what is expected of them to best support this process. This is where meeting ground rules come in to play.

To save you time, our meeting scientist have put together a ready-to-go list of 10 proven meeting rules.

Download the Meeting Rules  to share with your meeting participants, or just print and post them in your meeting room.

1. Show up on time and come prepared

Be prompt in arriving to the meeting and in returning from breaks. Be prepared to contribute to achieving the meeting goals. Come to the meeting with a positive attitude.

2. Stay mentally and physically present

Be present, and don’t attend to non-meeting business. Listen attentively to others and don’t interrupt or have side conversations. Treat all meeting participants with the same respect you would want from them.

3. Contribute to meeting goals

Participate 100% by sharing ideas, asking questions, and contributing to discussions. Share your unique perspectives and experience, and speak honestly. If you state a problem or disagree with a proposal, try to offer a solution.

4. Let everyone participate

Share time so that all can participate. Be patient when listening to others speak and do not interrupt them. Respect each other’s’ thinking and value everyone’s contributions.

5. Listen with an open mind

Value the learning from different inputs, and listen to get smarter. Stay open to new ways of doing things, and listen for the future to emerge. You can respect another person’s point of view without agreeing with them.

6. Think before speaking

Seek first to understand, then to be understood. Avoid using idioms, three letter acronyms, and phrases that can be misunderstood. It’s OK to disagree, respectfully and openly, and without being disagreeable.

7. Stay on point and on time

Respect the groups’ time and keep comments brief and to the point. When a topic has been discussed fully, do not bring it back up. Do not waste everyone’s time by repeating what others have said.

8. Attack the problem, not the person

Respectfully challenge the idea, not the person. Blame or judgment will get you further from a solution, not closer. Honest and constructive discussions are necessary to get the best results.

9. Close decisions and follow up

Make sure decisions are supported by the group, otherwise they won’t be acted on. Note pending issues and schedule follow up meetings as needed. Identify actions based on decisions made, and follow up actions assigned to you.

10. Record outcomes and share

Record issues discussed, decisions made, and tasks assigned. Share meeting reports with meeting participants. Share meeting outcomes with other stakeholders that should be kept in the loop.

3 ways to set the meeting rules

• Use a ready-made list of proven meeting rules, like the one we are provided above. Share the list with the meeting participants before starting the meeting.
• Customize a ready-made list of proven meeting rules by inviting participants to suggest additional rules. Make sure that everyone agrees with the rules.
• Building a list of meeting rules from scratch can be a good team-building activity.  Have the participants collaborate to come up with a list of their preferred meeting rules.

Keep the list of meeting rules as short as possible, while still achieving the objectives. If the rules are too many, it is easier for participants to forget them.

What to do when meeting rules are violated

Single slip-ups can usually be given a pass. Repeats may require the ground rule being restated. If a participant is disruptive beyond acceptable limits, it may be necessary to call a break in the meeting and talk privately with the offender.

Meetings are designed to bring out the best ideas from every participant, and having ground rules helps you do this efficiently.

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Understanding the Importance of House Rules on Seminars: A Comprehensive Guide

Seminars are an essential tool for businesses and organizations to share knowledge, educate employees, and connect with their target audience. As seminar organizers, it is crucial to establish and enforce house rules to ensure a smooth and productive event. In this comprehensive guide, we will explore the importance of house rules on seminars and how they contribute to the overall success of your event.

Creating a Welcoming Environment

One of the primary purposes of house rules on seminars is to create a welcoming environment for all participants. By setting clear expectations and guidelines, you can ensure that everyone feels comfortable and respected throughout the event.

Firstly, it is essential to establish rules regarding punctuality. Encourage participants to arrive on time by clearly stating the start time of each session in your seminar agenda. Latecomers can disrupt the flow of presentations or discussions, leading to distractions for both speakers and attendees.

Secondly, consider implementing rules that promote inclusivity and respect. This may include guidelines against discriminatory language or behavior, as well as encouraging active listening and constructive feedback during discussions. By fostering an inclusive environment, you create opportunities for diverse perspectives to be shared and valued.

Ensuring Smooth Proceedings

House rules play a crucial role in ensuring smooth proceedings during seminars. By outlining specific guidelines for speakers, attendees, and organizers themselves, you can minimize disruptions and maintain a focused learning atmosphere.

For speakers, it is important to establish guidelines regarding presentation length, content relevance, and respectful engagement with the audience. By providing these expectations upfront, you can help presenters tailor their content appropriately while keeping sessions within designated timeframes.

Attendees should also be aware of their responsibilities within the seminar setting. Establishing rules such as refraining from side conversations during presentations or asking questions at appropriate times helps maintain a respectful atmosphere for both speakers and other participants.

Lastly, organizers must set guidelines for their own team to ensure seamless event management. This may include rules regarding timely communication, dress code, or handling technical issues. By having these guidelines in place, organizers can address any unexpected challenges promptly and maintain a professional image.

Safety and Security Measures

In addition to creating a welcoming and organized environment, house rules on seminars should also prioritize the safety and security of all participants. Depending on the nature of your event, specific safety measures may need to be put in place.

Consider implementing rules related to emergency procedures, such as evacuation protocols or designated first aid stations. Inform participants about the location of emergency exits and instruct them on how to respond in case of an incident.

If your seminar involves physical activities or demonstrations, it is crucial to establish rules that promote safe practices. For example, if there are hands-on exercises or equipment usage involved, provide clear instructions on proper handling techniques and any necessary protective gear.

Furthermore, if your seminar includes confidential or sensitive information being shared, it is important to outline rules regarding data privacy and confidentiality. This ensures that attendees feel secure sharing their thoughts and experiences during discussions without fear of their information being mishandled.

Enforcement and Consequences

Establishing house rules is not enough; enforcing them is equally important for the success of your seminar. Clearly communicate the consequences of disregarding the established guidelines to ensure compliance from all participants.

Inform attendees about potential repercussions for violating house rules. This might include verbal warnings for minor infractions or expulsion from the event for more severe cases. By setting expectations upfront and consistently enforcing them throughout the seminar, you create an environment where everyone understands the importance of adhering to the established guidelines.

House rules on seminars are essential for creating a welcoming environment, ensuring smooth proceedings, prioritizing safety measures, and maintaining order throughout your event. By establishing clear guidelines and enforcing them consistently, you can maximize productivity while providing a positive and enriching experience for all participants. Remember, effective house rules are the foundation of a successful seminar.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

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