Communicating Expectations On Video Meeting Etiquette

Last fall, I was brought in by a corporate client to address what initially seemed like a “new hire onboarding” issue. But after a few conversations with their leadership team, the real problem came into focus: expectations around communication in their hybrid and remote workplace weren’t clearly defined.

New hires were showing up to Zoom calls with their cameras off, dressed inappropriately, or taking a meeting from a busy environment (like a nail salon!). Some managers assumed this meant they weren’t engaged. Others were frustrated by long pauses, distractions in the background, and a lack of follow-up after meetings. Meanwhile, it seemed as if the employees were simply trying to navigate what felt like an unspoken rulebook no one had given them.

We worked together to build a communication plan and training series that helped their team understand how the workplace has evolved AND how to navigate it confidently. Together, we addressed the why behind communication changes, unpacked the how of hybrid etiquette, and created clear and shared expectations around everything from camera use to participation norms.

Here’s a dose of reality: The hybrid workplace isn’t going away. But the disconnect between employees and leadership around “how we work now” is a real challenge that needs to be solved for. And it starts with something as simple as video meeting etiquette.

So whether you’re onboarding new hires or recalibrating with an existing team, here are 5 video meeting etiquette tips you can use to set a clear, respectful tone for everyone on your team — whether they’re Gen Z, seasoned leaders, or somewhere in between.

1. Mirror Camera Use

If the person you’re meeting with has their camera on, turn yours on too. If their camera is off, it’s okay to follow suit. Every workplace has a different culture around this, so when in doubt, ask:

“Would you prefer we keep our cameras on or off for this meeting?”

Encouraging this quick check-in helps normalize transparency and mutual respect, especially in a multigenerational environment.

2. Always Seek Consent When Recording

Luckily, most video conferencing platforms automatically offer notifications for consent when logging into a recorded meeting but be aware of your state's recording laws. In Illinois, for example, there is an all-party consent rule. This means that all participants in a private conversation must consent to being recorded. Illinois is one of the states with stricter eavesdropping and wiretapping laws, and it applies to both in-person and electronic communications.

3. Be Intentional With Body Language

Just because it’s virtual doesn’t mean your body language disappears. Maintain eye contact, nod to show you’re listening, and sit in a posture that communicates engagement. These subtle cues go a long way in helping your colleagues feel seen and heard. 

This is especially true for newer team members who may be unsure how to show up “professionally” on camera. Body language matters!

4. Minimize Multitasking

I will admit, this one is the hardest to do in a remote work environment. With the millions of pings, notifications, emails, slacks, etc etc etc, remaining focused on the task at hand, such as the meeting we are on, is hard to do. But when you're present, you save time later. Instead of trying to piece together what was said after the call, use your Do Not Disturb settings and actively participate. It signals respect, improves comprehension, and positions you as an attentive, reliable teammate.

5. Champion Participation

Video calls strip away the usual cues we rely on such as eye contact, chair shifts, and those deep breaths before speaking. As a meeting facilitator, it’s your job to make space. Ask directly:
“Sarah, would you like to weigh in on this?” or “Is there anything you'd like to add, Jordan?”

It’s not about putting people on the spot, it’s about creating a space where everyone, regardless of title or tenure, knows their input is welcome. And in virtual meetings, it can be easy for people to stay on mute when their ideas would be beneficial and appreciated. 

I’ll leave with this - most of the challenges in our hybrid and evolving workplace has to do with miscommunication and unclear expectations. 

Video conferencing is a powerful communication channel. It connects us across time zones, helps us collaborate faster, and gives employees flexibility to thrive. But without shared etiquette and clear expectations, even the best tech can lead to misunderstanding and disengagement.

So if your team is struggling to adapt, or if you want to get ahead of these common missteps, let’s work together. I facilitate communication workshops for corporate teams to improve collaboration, clarify expectations, and reduce friction in hybrid workplaces.

👉🏽 Ready to align your team and equip them with tools that actually work? Book a Communication Workshop with me here.

Let’s make video meetings more productive, inclusive, and effective for everyone!