Video Conferencing Etiquette: The Unwritten Rules for 2025
Video meetings are here to stay. Master the unwritten rules that separate professionals from amateurs.
David Kim
Engineering Manager
Video conferencing has become the default for business communication. Yet many professionals still struggle with the nuances of virtual presence. Here are the updated rules for 2025.
Before the Meeting
Test Your Setup
Nothing derails a meeting faster than "Can you hear me?" followed by five minutes of troubleshooting. Test audio, video, and screen sharing before important calls.
Choose Your Background Wisely
Virtual backgrounds can be useful but can also be distracting. A clean, professional real background is usually best. If you must use a virtual background, choose a subtle, static option.
Lighting Matters
Face a light source—a window or desk lamp in front of you. Avoid backlighting, which makes you appear as a shadowy figure.
Position Your Camera
Eye level is ideal. Laptop cameras below your face create an unflattering angle. Use a stack of books or a laptop stand.
During the Meeting
The Mute Button Is Your Friend
Mute yourself when not speaking. Background noise, typing, and household sounds are more disruptive than you think.
Look at the Camera
This is counterintuitive—you want to look at the person on screen. But looking at the camera creates the impression of eye contact for other participants.
Acknowledge Speakers
Nodding, smiling, and brief verbal acknowledgments ("I see," "That makes sense") help speakers feel heard in the absence of physical presence.
Use Chat Appropriately
The chat function is great for sharing links, asking questions without interrupting, and side conversations. But don't have a parallel meeting in chat—it's distracting.
Screen Sharing Best Practices
Close Unnecessary Tabs
No one needs to see your Gmail notifications or 47 open browser tabs. Close everything except what you're presenting.
Share the Right Window
Share only the application or window needed, not your entire screen. This protects your privacy and reduces distractions.
Increase Font Size
What's readable on your monitor may be tiny on others' screens. Increase text size before sharing.
Ending the Meeting
Don't Hover on the End Button
When the meeting is wrapping up, don't be the person visibly ready to click "Leave." Stay present until the actual end.
Follow Up Promptly
Send any promised materials or action items within a few hours while the discussion is fresh.
The Meta Rule
Above all, treat video meetings with the same professionalism you'd bring to in-person meetings. The screen doesn't make the meeting less real.
About David Kim
Engineering Manager at Calimatic
Passionate about productivity and helping teams work smarter. When not writing about scheduling, you can find them exploring new productivity tools.
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