Virtual Meeting Etiquette: Explain 9 Things You Should Never Do In

1. Introduction

In today’s world, Virtual Meeting Etiquette have become the norm for teams, clients, and collaborators separated by geography. Whether you are in Karachi, New York or London, one thing is clear: how you behave in a virtual meeting sends a message about your professionalism, respect for others’ time, and ability to engage. While many articles give you what to do, this one focuses on the flip side: the 9 things you should never do in a virtual meeting if you want to stand out, be respected, and get real results.

Think of it as a checklist of pitfalls to avoid—because avoiding bad behaviour is just as important as demonstrating good behaviour. By the end, you’ll have a clear sense of what sloppy or awkward virtual-meeting behaviour looks like, and how you can instead become someone people look forward to meeting with.

Table of Contents

1. Introduction
2. Why Virtual Meeting Etiquette Matters
3. The 9 Things You Should Never Do In a Virtual Meeting
   • Show up unprepared or late
   • Keep your camera off (without good reason)
   • Mute your mic then forget to unmute / Speak over others
   • Multitask or appear distracted
   • Have an unprofessional background or dress code
   • Fail to engage or interrupt others
   • Forget time-zones, agenda, or share random links
   • Eat/Drink loudly or allow background noise/disruption
   • Skip follow-up or action items, leaving the meeting hanging
4. How to Apply Better Etiquette in Practice
5. Tips for Hosts vs Participants
6. Frequently Asked Questions (FAQs)
7. Conclusion
8. References & Further Reading

2. Why Virtual Meeting Etiquette Matters

Virtual meeting etiquette isn’t just “nice to have” it’s essential. When you join a video call, you are judged in a compact visual and audio environment: your attire, your background, your camera, your mic, your behaviour. All of this influences how others perceive you.

Here are some reasons why etiquette matters:

• Professional image: Even though you’re remote, your presence reflects on you and your organization. Being sloppy suggests you don’t care. As one article stated: virtual meeting etiquette “should be the foundation businesses use to promote effective communication among employees.”
• Time is precious: When people join online, interruptions, delays, distractions cost productivity, focus, morale. One write-up notes that many virtual meeting problems stem from “status updates, going off-topic, no preparation, no clear take-aways.”
• Engagement still matters: With all the remote noise, showing up actively (camera on, mic management, attention) differentiates you from someone just “phoning it in.”
• Clarity & respect: Being on time, turning up ready, using your mic/camera properly shows respect for others’ time.
• Inclusive environment: Virtual meetings present additional challenges (technology, connectivity, distractions). Good etiquette compensates for them. For example: being mindful of time zones, internet quality, etc.

In short: excellent virtual meeting etiquette protects your professional brand, improves the team’s experience, and helps ensure meetings achieve their purpose.

3. The 9 Things You Should Never Do In a Virtual Meeting

Show up unprepared or late

Showing up late or without preparation is one of the most obvious missteps. It signals a lack of respect for the meeting’s purpose and the other participants.

Why it matters:

• Waiting kick-starts the meeting late, wastes others’ time.
• If you haven’t tested your mic/camera beforehand, you might cause delays.
• If you don’t have an agenda or items ready, you pull the meeting off course.

Avoid by doing this instead:

• Join 2-3 minutes early, check your audio/video, internet.
• Review the agenda sent in advance, know what you’ll contribute.
• If you’re the host, send a reminder, ensure clear objectives.

Articles emphasise punctuality: “Arrive on time (and end on time).”
Showing up late is actually one of the first mistakes noted in lists of virtual-meeting faux pas.

Keep your camera off (without good reason)

While there are legitimate reasons to turn video off (connectivity, bandwidth, etc), habitually keeping it off when others are on sends the wrong message.

Problems:

• It reduces the sense of presence and engagement.
• Others may feel you’re multitasking or not fully involved.
• Non-verbal cues (nodding, facial expression) are lost.

Better approach:

• Turn on your camera when appropriate, unless you’ve communicated a reason.
• Ensure your background, lighting and attire are acceptable.
• Even if you’re listening, the visual connection matters.

Sources show that camera usage and background matter for professionalism.
Thus, never habitually opt out of video unless previously agreed.

Mute your mic then forget to unmute / Speak over others

Audio chaos is a common virtual-meeting problem: background noise, echo, someone forgetting to unmute, or interrupting someone else mid-sentence.

Mistake examples:

• You join muted, then start speaking and no one hears you.
• You stay unmuted and keyboard clicks or background dogs distract others.
• You speak while someone else is talking, causing confusion or rude impression.

How to avoid:

• Before speaking, unmute; after speaking, mute yourself.
• Use the “raise hand” or chat feature to signal you want to speak.
• Wait for the speaker to finish, or the host to invite discussion don’t jump in.

Tips from HubSpot’s blog emphasise: “Don’t disrupt speakers” and “Mute yourself when you’re not talking”.

Multitask or appear distracted

Pretending to be in the meeting while checking your phone, social media, email, or texting is one of the greatest hazards.

Why it’s a problem:

• It signals disrespect and disengagement.
• Other participants may feel their input is undervalued.
• Studies show multitasking in remote meetings correlates with lower productivity and attention.
• Visibly typing or looking away from camera is noticeable.

Better conduct:

• Turn off distractions (notifications, phones).
• Focus on the meeting: look at your camera when speaking/listening.
• Use chat or reactions sparingly, not to hide multitasking.

As one resource states: “Avoid multitasking” is a key rule.

Have an unprofessional background or dress code

Your visual appearance matters especially since virtual meetings remove many of the usual in-person cues.

Common mistakes:

• Sitting in a messy room with loads of distractions behind you.
• Wearing inappropriate attire (PJs, tank top) when the meeting context expects business dress.
• Letting others interrupt the meeting behind you (kids, pets, housemates) without warning.

What to do instead:

• Choose a clean, neutral background or use a subtle virtual background if appropriate.
• Dress as you would for an in-person meeting (at least from the waist up).
• Inform household members you’re on a call and minimise interruptions.

Sources highlight how messy backgrounds and casual attire undermine credibility.
By contrast: appearing well-prepared visually reinforces professionalism.

Fail to engage or interrupt others

Engagement in virtual meetings isn’t passive being silent or interrupting without structure both cause issues.

Mistakes include:

• Staying silent throughout, not contributing even when asked.
• Interrupting the speaker, talking over them or not waiting for cues.
• Not using chat/raise-hand features, or ignoring them.

How to behave:

• Nod, smile, use yes/no reactions to signal you’re present.
• Wait for pauses or raise hand to ask questions.
• Contribute meaningfully when asked; if you’re a listener, show attentiveness.

Effective meeting etiquette emphasises active listening and respectful communication.
Avoiding both extremes being silent or being disruptive is key.

Forget time-zones, agenda, or share random links

Especially in remote/global teams, missing the big picture of meeting logistics hurts.

Typical missteps:

• Inviting people without sharing an agenda ahead of time.
• Ignoring the fact that some attendees are in different time zones and scheduling inconvenient times.
• Sharing unrelated links mid-meeting, causing confusion.

Best practice:

• Send agenda, meeting link, relevant documents ahead of time.
• Check time zones and pick a time that’s reasonable for all (or rotate times).
• During the meeting, share relevant materials only, and walk attendees through them.

Articles note: “Be mindful of time zones and cultural boundaries.”
A well-organised meeting shows respect for everyone’s time.

Eat/Drink loudly or allow background noise/disruption

While remote meetings are flexible, that doesn’t mean you should behave as if you’re in a casual setting.

What many do that’s wrong:

• Eating popcorn, crunching snacks while talking or on camera.
• Letting pets, children, or TV sounds dominate your audio feed.
• Failing to mute mic during background distractions (doorbells, traffic, etc).

Better approach:

• If you must eat, mute the mic and turn off the camera or step away.
• Choose a quiet space, use headphones if needed.
• Notify participants if you’ll be in a noisy environment or might need to leave momentarily.

HubSpot’s list includes: “No munching on snacks” as a clear no-go.
Avoiding distracting behaviours keeps the focus on the meeting.

Skip follow-up or action items, leaving the meeting hanging

Just because the call ends doesn’t mean the meeting is over. You risk losing momentum and wasting time if you don’t follow up.

What often happens:

• No one sends meeting minutes, no action items are assigned.
• Participants leave unclear on what’s expected next.
• The meeting becomes a “talkshop” rather than a platform for decisions.

What to do instead:

• Before ending, summarise key decisions, next steps, owner and deadline.
• Host or designated person sends an email or shared document with minutes within 24 hours.
• Make sure everyone knows their role and timeframe.

Good virtual-meeting etiquette includes “close meetings with clear outcomes and owners.”
This avoids repeated meetings with no progress.

4. How to Apply Better Etiquette in Practice

Now that we’ve gone through what not to do, here’s how you can proactively apply better etiquette – step by step.

1. Pre-meeting
   • Check your audio, video, internet, join 2–3 mins early.
   • Review the agenda, know your role, prepare documents/slides.
   • Choose a professional room, visual background; dress appropriately.
   • Mute notifications, avoid last-minute food/coffee.
   • Respect time zones, send invites with agenda and attachments ahead.
2. During the meeting
   • Join on time; if hosting, start punctually and set ground rules.
   • Turn on camera (if expected), maintain eye-line to camera for engagement.
   • Stay muted when not speaking; use chat/raise-hand for questions.
   • Avoid multitasking; face camera, nod, react, show you’re present.
   • Follow the agenda, keep commentary relevant, no random link dumps.
   • If you must step away or your mic/camera fails, notify via chat.
   • Summarise key decisions, next steps before closing.
3. Post-meeting
   • Send follow-up email with minutes, decisions, next steps, owners + deadlines.
   • Reflect: what went well/what could improve (especially if you host).
   • Archive recording or notes for those who couldn’t attend.
   • Respect people’s time by not scheduling unnecessary follow-up unless needed.

By building this rhythm before, during, after you not only avoid the nine major mistakes but also elevate how you show up.

5. Tips for Hosts vs Participants

For Hosts

• Send agenda + attachments ahead; invite only necessary attendees.
• Start on time, state purpose, establish rules (camera/mic/raise-hand).
• Keep discussion on track; manage time, allow contributions without chaos.
• Share roles (presenter/moderator), ensure screen-sharing works.
• At end, close with summary, action items, owners and deadlines.
• Follow-up quickly with email/notes; record meeting if useful.

For Participants

• Arrive early, camera ready, mic muted unless speaking.
• Be present: avoid multitasking, speak clearly, use raise-hand function.
• Keep background and attire professional.
• Ask clarifying questions via chat if you’re unsure.
• If your device fails mid-call, inform host via chat and rejoin if possible.
• After meeting, review action items assigned to you, follow up on time.

Both roles benefit from empathy: remember others may have connectivity issues, different home set-ups, time-zone challenges

6. Frequently Asked Questions (FAQs)

Q1: Do I always need to keep my camera on in virtual meetings?
A: Not always—there are valid exceptions (poor bandwidth, backgrounds, disability). But unless there’s a known reason, turning off camera can risk being perceived as disengaged. If off, let the host know ahead of time.

Q2: What if I join late because of technical issues?
A: Contact the host via chat as soon as you know you’ll be late. Apologise briefly when you join, and don’t disrupt the meeting flow. If you’re many minutes late, you may receive notes later rather than participate fully.

Q3: How should I deal with a noisy household or interruptions?
A: Use a quiet room if available, or headphones+mic. Mute when not speaking. Notify the meeting if you expect an interruption (e.g., delivery or children). Avoid sitting in front of window/sound-source.

Q4: What attire is appropriate for a virtual meeting?
A: Align with your company culture. When in doubt, business casual is safe. From the waist up: collared shirt or smart top. Avoid sleepwear, graphic tees, tank tops. Make sure what’s visible on camera is professional.

Q5: Should I record virtual meetings?
A: Only with consent. Make sure all participants are aware recordings will take place. Clarify how recordings will be used. Many jurisdictions require consent for recording. This is part of good virtual meeting etiquette.

7. Conclusion

Virtual meetings are here to stay and so is the expectation that participants know how to behave in them. By avoiding the nine mistakes outlined above being late, invisible on camera, unmuted chaos, multitasking, messy backgrounds, disengagement, logistical oversights, noisy interruptions, and no follow-up you’ll signal professionalism, respect and collaboration.

Conversely, by showing up on time, camera ready, mic on mute when needed, background clean, fully engaged, logical agenda followed, and clear next steps after the meeting—you’ll become the person others want in the call.

Remember: etiquette is as much about what you don’t do as what you do. Being mindful of these pitfalls gives you an edge. The next time you join (or host) a virtual meeting, ask yourself: “Am I adding value? Am I showing respect for others’ time and attention?” If yes, you’re on the right path.

Let this article serve as your guide and checklist. Your virtual presence matters. Make it count.

Read More: Presentation Techniques: Skills Every Business Owner Should Have