My Zoom Etiquette: Do’s and Don’ts for Professional MeetingsOnline meetings have become a core part of professional life. Zoom is one of the most widely used platforms, and how you present yourself there affects teamwork, impressions, and outcomes. This article covers practical do’s and don’ts to help you appear polished, respectful, and effective in any professional Zoom meeting.
Why Zoom etiquette matters
Good etiquette builds trust, reduces friction, and keeps meetings productive. Poor habits—late starts, noisy backgrounds, multitasking—waste time and can harm your reputation. Treat a Zoom meeting like an in-person meeting: preparation, presence, and respect count.
Before the meeting: prepare like you would for an in-person meeting
Do:
- Test audio and video beforehand. Use Zoom’s test feature or make a short test call to check microphone, camera, and speaker volume.
- Choose a professional background. A tidy, neutral real background is best. If you must use a virtual background, pick a simple, non-distracting image and verify it doesn’t glitch around you.
- Dress appropriately. Wear what you would for the meeting in person—business casual or formal depending on context. Solid colors usually look better on camera than busy patterns.
- Arrive early. Join 3–5 minutes early to resolve any technical issues and be ready when the meeting starts.
- Share necessary materials in advance. Send agendas, slides, or documents ahead of time so attendees can prepare.
Don’t:
- Don’t rely on headphones with a built-in mic without testing. They sometimes produce lower-quality audio or cause feedback.
- Don’t sit with a bright window behind you. Backlighting creates a silhouette—sit facing natural light or use soft front lighting.
- Don’t eat or drink loudly on camera. Sipping water quietly is acceptable, but avoid meals during core discussion time.
- Don’t join from a noisy environment. Background noise (traffic, pets, construction) distracts everyone; move to a quiet spot or mute when not speaking.
During the meeting: communicate clearly and courteously
Do:
- Mute yourself when not speaking. This prevents background noise from interrupting the meeting. Use the unmute shortcut for quick contributions (spacebar-to-talk can be handy).
- Use video when appropriate. Video helps with engagement and nonverbal cues—turn it on for smaller or interactive meetings, unless bandwidth or context prevents it.
- Use the chat thoughtfully. Chat is useful for links, quick questions, or side notes. Keep comments relevant and professional; avoid side conversations that distract from the main discussion.
- Introduce yourself when joining late. Briefly say your name and role to orient others without interrupting the flow.
- Practice concise speaking. Make key points clearly and avoid monopolizing the conversation. Pause briefly after speaking to allow others to chime in.
- Use reactions and hand-raise features. Nonverbal signals help manage turn-taking without speaking over others.
- Be mindful of camera framing and eye contact. Position the camera at eye level, center your face, and look at the camera when speaking to simulate eye contact.
- Acknowledge others’ contributions. Simple verbal nods (“good point,” “thanks”) keep engagement positive.
Don’t:
- Don’t interrupt or speak over others. Wait for a pause or use the raise-hand feature; avoid relying solely on chat to be heard.
- Don’t multitask visibly. Scrolling, typing loudly, or off-camera activities show disengagement; if you must multitask, disable your video or let the host know.
- Don’t dominate discussions. Be concise and invite input from quieter participants.
- Don’t use distracting virtual backgrounds or filters. Fun filters are fine for casual meetups but unprofessional for formal meetings.
- Don’t forget to mute when moving around. Door noises, shuffling papers, or walking by a busy area can distract everyone.
Managing screen sharing and presentations
Do:
- Prepare your screen share. Close unrelated tabs, disable notifications, and open only the files you need. Use “Share Screen” settings to select a single app window when possible.
- Give a brief orientation. When you start sharing, tell attendees what they’re seeing and what to focus on.
- Use a pointer or highlight tool sparingly. Direct attention to key items without overusing animation.
- Record with consent. If you need to record, inform attendees at the start and explain how the recording will be used.
Don’t:
- Don’t share sensitive or unrelated content accidentally. Verify the correct window is selected before sharing.
- Don’t read slides verbatim. Use slides as prompts; elaborate and add value with commentary.
- Don’t forget to stop sharing when finished. Leaving a screen share active can unintentionally expose content.
Handling technical issues and disruptions
Do:
- Have a backup plan. Share dial-in numbers or an alternate meeting link in case video fails.
- Communicate issues succinctly. If audio drops or your video freezes, type a quick message in chat so others know you’re working on it.
- Rejoin politely if disconnected. Briefly apologize and catch up without interrupting.
Don’t:
- Don’t blame others loudly. Keep troubleshooting private via chat or direct messages to the host.
- Don’t keep talking if your audio is causing feedback. Mute immediately and resolve the issue.
After the meeting: wrap up professionally
Do:
- Summarize action items and follow up. Send minutes, decisions, and next steps within 24 hours so responsibilities are clear.
- Respect recording privacy. Store and share recorded content only with permitted attendees.
- Provide feedback to the host if helpful. Offer constructive notes about meeting length, agenda clarity, or facilitation.
Don’t:
- Don’t leave abruptly without good reason. If you must leave early, inform the host in advance or send a quick message explaining why.
- Don’t forward meeting recordings or materials without permission. Respect confidentiality and distribution rules.
Tips for hosts to enforce good etiquette
Do:
- Set clear expectations in the invite. Include start time, agenda, desired video usage, and whether the session will be recorded.
- Start on time and end on time. Respect attendees’ schedules—this encourages punctuality.
- Assign roles. Use a facilitator, timekeeper, and note-taker to keep meetings focused and efficient.
- Use breakout rooms wisely. For small-group work, set clear instructions and time limits.
- Manage interruptions. Use waiting room, mute-on-entry, and participant controls when needed.
Don’t:
- Don’t let meetings run without structure. Unclear purpose or no agenda leads to wasted time.
- Don’t ignore repeated disruptive behavior. Address issues privately with the participant.
Accessibility and inclusivity
Do:
- Enable captions when possible. Live captions or transcripts help non-native speakers and those with hearing difficulties.
- Share materials in advance and in accessible formats. Provide alt text for images and use readable fonts.
- Be mindful of time zones. Rotate meeting times when teams are distributed across geographies, or record sessions for those who can’t attend.
Don’t:
- Don’t exclude participants who need accommodations. Ask privately how to support accessibility needs.
- Don’t use jargon without explanation. Keep language clear and inclusive.
Quick checklist (do’s)
- Test audio/video
- Join early
- Mute when idle
- Use clear lighting and camera framing
- Share materials in advance
- Use chat and reactions appropriately
- Summarize action items after the meeting
Quick checklist (don’ts)
- Don’t multitask on camera
- Don’t interrupt others
- Don’t share unrelated or sensitive screens
- Don’t use distracting filters/backgrounds
- Don’t neglect accessibility needs
Zoom meetings are a digital extension of professional presence. Following simple do’s and don’ts—preparing ahead, showing respectful behavior during meetings, and wrapping up clearly afterward—will make your meetings more productive and leave a positive impression on colleagues and clients.