Video meetings are now a normal part of daily work, but sometimes they still cause frustration. People get tired of calls because they’re scheduled unnecessarily or ignore basic social cues. To solve this problem, read our guide and master the video call etiquette.
When a Video Call Makes Sense
Before scheduling anything, ask yourself one simple question: Can this meeting be an email?
Many issues blamed on bad meetings are actually bad decisions to have a meeting at all. Before sending an invite, it helps to decide based on function rather than habit.
Making this choice thoughtfully is a core part of conference call etiquette, even though it’s rarely written down.
Daily Meetings: Helpful Habit or Empty Routine?
Daily stand-ups and recurring check-ins are common in some teams, especially in remote settings. Sometimes they are helpful; other times, they become a daily interruption with little payoff.
According to current corporate culture trends, daily meetings are no longer mandatory, and in many teams they are being reduced or replaced because they don’t consistently improve productivity. A short written update combined with fewer, more focused calls leads to better results and less fatigue.
Tips for Scheduling a Video Conference
Many etiquette problems start before the meeting begins. To avoid them, here are the basic manners when scheduling video calls:
- Checking availability before scheduling;
- Avoiding last-minute invites unless something is urgent;
- Sharing a short agenda so people know why they’re joining;
- Being realistic with time: many calls don’t need a full hour;
- Considering whether a message or document would work just as well.
Camera Use: Expectations at Work
Camera use creates anxiety, mainly because expectations are assumed rather than stated. In practice, most teams follow informal but predictable patterns. The camera use shows your presence. Seeing faces helps interaction in small or external meetings, but in large sessions, constant video is less important.
Understanding these norms makes Zoom etiquette feel less stressful.
If your camera needs to stay off, a brief explanation usually prevents misunderstandings. These best practices apply across any web meeting platform.
How to Speak on Video Without Interrupting
Online conversations don’t flow like in-person ones. Even small delays make overlap more likely, and interruptions feel harsher on screen. That’s why speaking etiquette on video relies less on instinct and more on simple, shared habits.
Practical ways to keep discussions smooth:
- Use the “raise hand” button instead of jumping in
- Pause briefly before speaking to avoid overlap
- Say someone’s name when responding to them
- Keep your microphone muted when you’re not talking
- Unmute only when you’re ready to speak
Chat also plays a role in Zoom etiquette for business meetings, but only when used intentionally. It’s useful for dropping links, saving a question so you don’t forget it, or adding a short clarification. It stops being helpful when it turns into a parallel conversation.
Being virtual doesn’t lower expectations. The basic rules remain the same: be on time, stay focused and respectful, and participate when you can add value. When calls are scheduled thoughtfully and run with care, people stop dreading them. That’s usually the clearest sign that etiquette is working.
FAQ
What rules does Zoom meeting etiquette include?
Zoom meeting etiquette focuses on making meetings efficient and respectful. It starts with deciding whether a meeting is necessary at all and scheduling it thoughtfully, with a clear purpose and reasonable timing.
During the call, you should respect turn-taking, use tools like mute, raise hand, and chat intentionally. It's also important to stay engaged instead of multitasking. Camera use, chat messages, and speaking time should all support the discussion.
In short, good etiquette has simple goals: people understand why they’re there, can participate without interrupting, and leave with clarity instead of fatigue.
Is it rude to drink coffee on Zoom?
In most cases, drinking coffee on Zoom is not rude. It’s acceptable in internal meetings or long calls where people are expected to stay for extended periods. However, loud slurping, eating messy food, or constantly lifting a mug to your face while someone else is speaking can become distracting.
In more formal situations (interviews, client presentations, executive meetings) it’s safer to avoid it unless others are clearly doing the same. When in doubt, keep it discreet or wait until the call ends.
Can you keep your camera off during a meeting?
Sometimes you can keep your camera off during a meeting. Whether it’s appropriate depends on the context. In large meetings or webinars, cameras are often optional. But in smaller meetings or client calls, keeping your camera on is usually expected because it helps build trust and keeps communication clear.
If you need to keep your camera off, a brief explanation is usually enough to avoid misunderstandings.
