Long gone are the days when “going to a meeting” meant leaving your house. Virtual meetings are now the norm and have completely transformed the way we work, mostly for the better.
But just like in-person meetings, virtual ones still need prep, structure and good etiquette. It’s not just about being polite — it’s about making meetings that work.
In this guide, we’ll cover everything you need to know about virtual meeting etiquette, from how to host a virtual meeting to signing off professionally.
How to set up a virtual meeting like a pro
Good etiquette starts before the call. To set up a virtual meeting the right way, give attendees enough notice. How much? This depends on what you’re discussing, but for solid virtual meeting scheduling etiquette, aim for at least a few days — no one likes last-minute calendar chaos.
Next up is choosing your platform. Here’s a brief rundown of the big three:
Timing can make or break your meeting. If your team spans time zones, make sure you choose a time that's reasonable for everyone — scheduling a 4 am call for some won’t win you manager of the year. Check for double bookings too. Calendar syncing tools are your friend here.
You also need to set an agenda. Even for more casual meetings, structure can help you stay focused. Send it early so everyone’s prepared. Got pre-reads? Share them beforehand, too.
Camera etiquette for virtual meetings can be tricky. Some people love face-to-face interaction, while others feel more confident with the camera off. As host, this is all down to you. Decide what will work best for your meeting and let the team know in advance.
Finally, give attendees the roles they need to fill ahead of time if necessary. This could be anything from preparing a presentation to making notes.
If you use Trint’s AI software, the minute taker has the easiest job by far. With our voice-to-text and video-to-text software, you can upload the recording of your meeting and get a transcript in just minutes — or use the Trint app to transcribe live.
Planning to build on the meeting later, like a press release or article? Trint’s Story Builder makes turning transcripts into first drafts quick and easy.
Setting ground rules for virtual meetings
You might think virtual meeting etiquette rules are unwritten. Technically, you'd be right. But that doesn’t mean they don’t exist.
Yes, virtual meetings have been around for a few years. But in the grand scheme of workplace norms, they’re still new. That means the rules for virtual meetings aren’t set in stone and every team does things a little differently.
Whether your setup is formal or laid-back, you need some clear virtual meeting ground rules to keep things on track. Here's a list of virtual meeting etiquette basics that work pretty much anywhere:
- Be on time: Hosts should join 5–10 minutes early to check tech.
- Raise your hand to speak: Bonus points if you use the digital hand so people don’t think you’re just waving.
- Mute yourself when not speaking: Background noise kills focus.
- Watch the chat: You might find resources here relating to what’s being said.
- Avoid distracting backgrounds: Have a lot going on in your office? Find a good virtual meeting background to hide the chaos.
- Be respectful: Interrupting and talking over others is still rude, even on camera.
- Dress respectfully: No need to go suit and tie if this isn’t the workplace vibe, but skip the pyjamas.
At the end of the day, the online meeting rules for participants and hosts are simple: if you wouldn’t do it face-to-face, don’t do it virtually.
How to kick off a virtual meeting
First things first, check that your setup is acceptable and start recording the meeting (or better yet, start live transcribing with the Trint app). Make sure that participants know they are being recorded, too. Yes, it’s vital for legal reasons, but it's also just basic etiquette in virtual meetings.
Once everyone’s joined, start with a warm welcome. This is a good time to provide a reminder of the virtual meeting ground rules and expected etiquette. Cover more practical information too, like the expected run time.
Then, time for the introductions. In a very large meeting, you likely won’t be getting every person to introduce themselves. But for smaller meetings, it’s common courtesy — and useful for participants to know who’s who.
But how should you do introductions in a virtual meeting? No need for a full breakdown of your CV. Just a brief introduction of your name, your job role and what you do will be enough.
If the team don’t know each other very well, consider using icebreakers. Yes, they get a bad rap for being too cheesy. But when done well, they can really help break the tension. Here are some good virtual meeting icebreakers to try out:
- Would you rather? (e.g. Overdressed or underdressed forever?)
- This or that lightning round (e.g. Early bird or night owl?)
- Where are you joining from? What’s your favorite thing about that place?
- What was your favorite childhood band/game/show?
- What is the weirdest thing on your desk right now?
- What’s a totally random skill you have?
Done well, icebreakers create a relaxed, human atmosphere. Just don’t overdo it. Icebreakers are there to spark a connection, not stall the meeting.
How to manage virtual meetings
If you’re leading the meeting, you’re the moderator by default. But if you’re juggling a lot, delegate it instead. A good moderator keeps things moving and keeps the chat monitored. If delegating, choose someone who is organized, confident and a good communicator.
When you’re in the swing of things, don’t be afraid to mute yourself and others. This isn’t bad meeting etiquette — it’s respectful. Nothing derails a good conversation like keyboard clacking during someone's update.
While the mute button comes with benefits, it can slow things down a bit. So if you ask a question and hear dead silence, don’t panic. People are probably just finding the unmute button. Pause and repeat the question if needed.
If you want a good virtual meeting, don’t let one person do all the talking (especially if it’s you). Ask for input from all attendees, call on people by name if necessary and leave time for open discussion.
When it comes to the length of your meeting, always respect people’s time. If it’s a 30-minute meeting, keep it that way. Going over time is bad form, especially in back-to-back call culture.
How to end a virtual meeting
Your meeting’s wrapping up — now what? The best approach is to treat the end of your meeting as a conclusion: recap key points and clarify what comes next. This helps you avoid the dreaded “wait, what are we doing now?” feeling that comes with a poorly run meeting.
Wondering how to leave an online meeting politely post-summary? It’s as simple as thanking everyone for their time before ending the call. Whether you’re talking to clients or having an internal catch-up, this is basic virtual meeting etiquette for all employees.
Good meeting etiquette doesn’t stop once the call does. Follow up with an email thanking everyone for their time, too, along with a summary of key discussion points and next steps. Let people know they can reach out if any follow-up questions pop up, too.
Need a shortcut? Trint’s AI summaries come into their own here — just click the Generative Summaries button from the right-hand panel in your transcript and you’ll get a summary of what’s been said in 400 words or less.
Recap: Virtual meeting etiquette dos and don'ts
TL;DR? Let’s make it simple: here is a run-down of virtual meeting etiquette dos and don'ts.
Virtual meetings aren’t going anywhere — and mastering the etiquette isn’t just about avoiding awkward moments on Zoom. It’s about making meetings that actually work.
With these online meeting etiquette dos and don'ts, you can prepare for your next call in confidence. And with tools like Trint’s video-to-text, audio-to-text and voice-to-text transcription, capturing every detail (without the note-taking chaos) has never been easier. Get in touch to book a demo today.
