5 Key Tips for Video Meeting Etiquette

Today’s digital landscape has reinvented office culture; more than ever, video meeting etiquette is central to professional communication. Good etiquette promotes workplace success by demonstrating composure, politeness and respect for oneself and others. These six tips will help make a positive impression, support team productivity and foster meaningful digital collaboration.

1. Camera Etiquette

Good camera etiquette sets the foundation for effective online meetings. Keeping your camera on builds interpersonal connection, reinforces accountability and shows respect for other participants. Without video facial expressions and body language are unreadable, leading to less engagement and more miscommunication.

Best Practices:

Turn your camera on whenever possible, especially when representing a vendor or partner organization. If one participant is on camera, others should follow suit.
Let others know if you need to step away or can’t be on video (e.g. if you are traveling or in a public space).
Make eye contact by looking into the camera while speaking or listening to mimic in-person engagement.
Maintain good posture by avoiding distracting habits like foot tapping or fidgeting. Stay present and focused.
Keep expressions natural and professional, especially when you’re not speaking.

2. Professional Setup

While online meetings are more remote than traditional meetings, they both rely on the power of professional presentation for success. This includes dressing appropriately, ensuring a tidy background and minimizing environmental distractions. A well-curated setup affirms credibility and commitment to the meeting; however, a poorly planned setup can damage professional reputations and create an unproductive atmosphere.

Best Practices:

Choose a clean, neutral background free from clutter and distractions. Minimize the presence of people, pets and movement from your surroundings whenever possible.
If you cannot fully clear your background, use a blurred background or import a professional background image to maintain a polished look.
Position your camera at eye level and center yourself in the frame with your head and shoulders visible.
Use proper lighting, such as natural lighting or a front-facing lamp, to ensure visibility.
Ensure clear audio by using headphones or an external microphone, especially in noisy environments.

3. Meeting Conduct

Professional behavior matters just as much virtually as it does in-person. Whether leading the meeting or joining as a participant, strong self-conduct reflects a commitment to collaboration and shared success. Failing to meet conduct standards can foster disengagement, distractions and missed opportunities, diminishing meeting quality.

Best Practices:

Mute your microphone when not speaking to reduce background noise.
Join the meeting a few minutes early to allow for tech checks and timely starts.
Avoid multitasking; stay present and focused on content.
Avoid distracting activities such as eating, driving or walking during calls.

4. Screen Sharing & Presentations

Visual elements keep virtual meetings focused, engaging and effective. Tools like slideshows, infographics and video clips help clarify complex ideas, making it easier for participants to absorb information. Screen sharing allows presenters to display real-time data or walk through processes in a clear, accessible way. When used thoughtfully, these tools enhance understanding, support diverse learning styles and encourage active participation.

Best Practices:

Prepare in advance by opening necessary files and closing unrelated windows or tabs.
Avoid reading directly from slides. Instead, highlight key points and offer context.
Share only what is relevant. Select specific windows or applications to share, rather than your entire screen.
End screen sharing when finished to return the group’s focus to discussion.

5. Engagement & Participation

Maintaining engagement in virtual meetings is essential for productive discussion and lasting impact. Unlike in-person settings, remote environments require more intentional effort to ensure participants stay focused, contribute meaningfully and feel connected to the conversation. Inclusive participation bolsters meeting success by ensuring every attendee feels seen, heard and valued.

Best Practices:

Encourage contributions by referring to attendees by name when asking questions or asking for input.
Utilize built-in platform features such as chat, reactions and hand-raising tools to facilitate communication and prevent interruptions.
Provide opportunities for input to all attendees, especially those who have not yet spoken.
Summarize key points and action items before ending the meeting to clarify next steps and ensure alignment. Send a written follow-up summarizing meeting insights and thanking participants for their time.

Keeping Virtual Meetings Meaningful

Strong virtual meeting etiquette sets the tone for productive communication, strong relationships and lasting impressions. When practiced consistently, these habits support engagement, reduce misunderstandings and foster a culture of respectful professionalism. Partnering with an expert agency can help ensure the best possible meeting experience by aligning tools, practices and presentation with organizational standards.

Appleton is an award-winning, full-service Orlando marketing agency that works with local, national and international clients to deliver impressive ad campaigns, branding, print, web, public relations, social media and video services — all in-house. At Appleton, we want to learn about your business, empower your marketing team and be your creative resource. Your advertising goals are worth a conversation: contact us at 407-901-3795 or info@appletoncreative.com.