Virtual Meetings

before you start

Think about the last time you joined a video call. Maybe you scrambled to find the mute button or struggled with poor audio quality. Virtual meetings have become essential in modern workplaces, but they require different skills from face-to-face conversations. Understanding the technology and etiquette behind successful online meetings can transform frustrating experiences into productive collaborations.

1. Common Platforms

Many teams use video conferencing to connect when they cannot meet in person. Video conferencing is a technology that lets people in different places meet and talk using live video and audio over the internet.

Most organizations use one of three main video conferencing platforms: Google Meet, Microsoft Teams, or Zoom. Each platform offers similar core features but has different strengths that make them suitable for different organizational needs.

EXAMPLE

A remote team uses Zoom for weekly check-ins, Microsoft Teams for daily collaboration, and Google Meet for quick client calls.

The image below shows the interfaces for Google Meet, Microsoft Teams, and Zoom. While each layout looks slightly different, all platforms include familiar controls for muting, screen sharing, and ending the call.

To help you understand the differences more clearly, the table below compares key features of Google Meet, Microsoft Teams, and Zoom. It shows how each platform integrates with other tools, what features are built in, and when each one is most useful. This comparison can help you feel more prepared when joining or hosting virtual meetings across different platforms.

try it

Choose one platform—Google Meet, Microsoft Teams, or Zoom.

• Explore how to join a meeting and try using at least one in-meeting tool like screen sharing or chat.
• If possible, test an advanced feature, such as breakout rooms or file collaboration.
• Reflect on how the platform supports team communication during and after meetings.

If you do not have access to these platforms, review the table and identify which one would be the best fit for a small group meeting, a formal presentation, and an informal team check-in. What features support each situation?

terms to know

Video Conferencing

A technology that enables people in different locations to meet and communicate using live video and audio over the internet.

Screen Sharing

A feature allowing meeting participants to display their entire computer screen or specific applications to other attendees.

Captions

On-screen text displaying what people are saying during a meeting.

Layout Options

Settings that let you choose how video tiles and shared content appear on your screen (for example, grid view or speaker view).

Breakout Rooms

A video conferencing feature allowing meeting hosts to divide participants into smaller virtual groups for focused discussions.

File Collaboration

The ability that allows multiple people to view, edit, or comment on shared files during or after a meeting—often in real time.

Virtual Backgrounds

A video conferencing feature that replaces your actual background with a digital image or blurred effect.

2. Optimizing Audio and Video

Once you have joined a virtual meeting, your audio and video setup plays a key role in how others experience your presence and professionalism.

Your audio quality—meaning how clear and loud your voice sounds during virtual meetings—and your video quality—which includes your lighting, camera clarity, and how well your face is positioned on screen—directly affect how others perceive your professionalism in virtual meetings.

If your sound or video is not working well, it can be hard for others to focus on what you are saying and may cause frustration during the meeting.

EXAMPLE

You adjust your lighting and use a headset so your team can hear and see you clearly during the meeting.

terms to know

Audio Quality

The clarity and volume of your voice during virtual meetings.

Video Quality

The camera clarity, lighting, and camera positioning that affect how well others can see you during virtual meetings.

2a. Choosing Your Environment

Before you even turn on your camera or microphone, your environment sets the tone for how you are perceived in a virtual meeting.

Choose a quiet environment with minimal background noise. Position yourself in front of a neutral background or use your platform’s virtual background feature.

Ensure that your face is well lit by positioning a light source—such as a window or a desk lamp—behind your webcam, facing you.

IN CONTEXT: Getting Camera Ready for a Virtual Interview

You are getting ready for a virtual job interview on Zoom. To prepare, you choose a quiet room where you will not be interrupted by pets, family, or street noises.

You turn off any background music and close extra tabs on your computer. You sit facing a window so your face is clearly visible, and you place a small lamp behind your screen to reduce shadows.

Instead of using a messy or busy background, you either find a plain wall or turn on your platform’s virtual background feature to look more professional. You check how you appear on camera before the meeting starts to make sure your head and shoulders are centered in the frame.

These simple steps help you show up prepared, respectful, and focused—just like you would in an in-person meeting.

The image below shows how proper lighting can make a big difference in how clearly you are seen—and how professionally you come across—during a virtual meeting. Sitting in front of a sunny window can cast you in shadow; if possible, turn and face the window so you are well-lit.

2b. Camera and Microphone

Once your environment is ready, the next step is making sure your camera and microphone help you look and sound your best.

Camera positioning matters significantly for professional appearance. Use eye-level positioning—place your camera at eye level to maintain natural eye contact and appear more engaged. Placing the camera too low makes you appear to look down at others, while positioning the camera too high creates an unflattering angle.

Invest in a decent headset or external microphone, if possible. Built-in laptop microphones often pick up keyboard typing, background noise, and echo. Clear audio helps maintain meeting flow and reduces the need for participants to repeat themselves.

try it

Set up your device for a virtual meeting by adjusting your camera to eye level and finding good lighting. Test your microphone by recording a short voice memo or using your platform’s audio test feature.

What difference does proper positioning and lighting make in how you appear on camera?

Proper camera positioning creates more natural eye contact and a professional appearance, while good lighting ensures that others can see your facial expressions clearly. These factors help build connection and trust in virtual conversations.

big idea

Technical preparation for virtual meetings shows respect for your colleagues’ time and demonstrates professional competence in digital environments.

term to know

Eye-Level Positioning

Placing your camera at eye level to create natural eye contact during video calls.

3. Virtual Presence and Professionalism

Technology is just one part of a successful meeting—how you present yourself also matters.

Virtual presence refers to how focused and professional you seem during online meetings. Since people cannot see your full body language like they would in person, you have to be more intentional about how you communicate.

Try to glance at your camera lens periodically, especially while speaking, to create the impression of direct eye contact with other participants. Practice good posture and avoid distracting movements that might draw attention away from the meeting content.

Practice mute etiquette by muting yourself when you are not talking to avoid background noise. Stay engaged by nodding and showing expressions. When you do speak, unmute clearly and pause briefly to ensure others can hear you before beginning.

EXAMPLE

In a team meeting, you mute yourself while listening, nod to show engagement, then unmute and pause briefly before giving your update.

Professional dress standards still apply in virtual meetings, even when working from home. Dress as you would for an in-person meeting with the same colleagues. Your appearance communicates respect for the meeting and helps maintain professional boundaries—which means following appropriate workplace standards for how you look and act, even in remote settings.

Participate actively through verbal contributions, chat messages, and the appropriate use of reaction features, when available. Demonstrating engagement helps maintain team connection and shows your commitment to collaborative work.

IN CONTEXT: Demonstrating Professionalism in a Virtual Meeting

During a quarterly review meeting with senior leadership, a project manager shows strong virtual presence and professionalism. They wear professional clothing, prepare talking points in advance, and use eye-level positioning to maintain natural eye contact with the camera instead of constantly looking down at their notes.

While presenting project updates, the project manager speaks clearly, pauses for questions, and uses the chat to share helpful links without interrupting. They also use reaction buttons—like a thumbs-up—to show agreement and engagement in a respectful way.

When another participant briefly drops from the meeting because of technical issues, the project manager stays calm and continues the discussion. Once the person reconnects, they provide a quick summary so no one is left behind.

learn more

To learn more about participating professionally in virtual meetings, check out this optional supplemental reading:

Video Conferencing Etiquette: 10 Tips for a Successful Video Conference

try it

Open a video meeting platform (e.g., Google Meet, Teams, or Zoom).

• Turn on your camera and check your lighting and background.
• Practice looking into the camera while speaking.
• Mute and unmute yourself smoothly.
• Try using a reaction (like a thumbs-up or raised hand).

Which reactions feel natural to use, and how might they support respectful communication?

big idea

Virtual presence requires intentional communication skills that demonstrate professionalism and respect for colleagues in digital workspaces.

terms to know

Virtual Presence

The degree to which you appear engaged and professional during online meetings.

Mute Etiquette

The practice of muting your microphone when not speaking in order to reduce background noise.

Professional Boundaries

Maintaining appropriate workplace standards for appearance and behavior in remote environments.

REFERENCES

Owl Labs. (2023, June 15). Video conferencing etiquette: 10 tips for a successful video conference. resources.owllabs.com/blog/video-conferencing-etiquette