Category: Blog

When your team or clients are in different countries, the hardest part of a meeting is often picking a time. These simple habits help you schedule fairly and avoid missed calls.

Always state the time zone

Never write only “3 pm”. Write “3 pm New York (EST)” or “15:00 UTC”. Better still, include two or three zones that matter to your attendees. Most calendar tools convert times automatically, but written invitations should still be clear.

Find a fair meeting time

• List the working hours of each attendee in their own time zone.
• Look for the overlap and avoid very early or very late times.
• Rotate inconvenient times so the same people do not always sacrifice sleep.
• Check public holidays in each country before you send the invite.

Send a clear invitation

Include the date, start and end time in the main time zones, the meeting link, a short agenda and any documents to read first. Send it at least 24 to 48 hours ahead whenever possible.

Watch out for daylight saving time

Countries change their clocks on different dates. In the weeks around a change, double-check recurring meetings so nobody joins an hour early or late.

Respect everyone’s schedule

• Start and end on time.
• Record important meetings for people who cannot attend live.
• Share notes and action items in writing afterwards.

Travelling and working from other countries?

Pack a plug adapter and a hub so you can stay connected wherever you work, and always test your internet before an important call.

Back to the basics: read our guide to Zoom meeting etiquette.

Microsoft Teams combines meetings, chat and shared files, so good etiquette covers more than just the video call. Here is how to behave professionally across all three.

Joining a Teams meeting

Click the Join link in your calendar invite. You can join in the desktop app or in your browser. Choose your camera and microphone settings on the join screen, then click Join now. If a lobby is enabled, wait patiently until the organiser admits you.

During the meeting

• Arrive on time and stay muted until you speak.
• Use the Raise hand reaction in larger meetings.
• Use background blur if your space is cluttered.
• Keep meeting chat focused on the topic.
• When you share your screen, pick a single window to avoid showing private content.

Chat etiquette

Teams chat feels casual, but it is still a workplace record. Start messages with a short greeting, get to the point quickly and avoid sending several tiny messages in a row. Use @mentions only when you need someone’s attention. Respect working hours by scheduling messages for the morning if you write late.

Channels and files

• Post in the right channel so information is easy to find later.
• Reply in the thread instead of starting a new message.
• Name files clearly, for example “Project Plan v2”.
• Update your status so colleagues know when you are in a meeting or away.

Good habits for hybrid teams

If some attendees are in the room and others are remote, speak toward the room microphone and repeat questions from the room for people on the call. Invite remote participants to speak first when you can.

Finally, learn how to schedule across regions in our guide to time zones and scheduling.

Google Meet runs in your browser, which makes it easy to join from any laptop without installing software. This guide shows you how to join, set up your audio and video, and use Meet features politely in a corporate setting.

How to join a Google Meet call

1. Open the invitation in your email or calendar and click the Meet link, or go to meet.google.com and enter the meeting code.
2. Sign in with your work or personal Google account if asked.
3. Check your camera and microphone in the preview screen.
4. Click Join now, or Ask to join if the host has to admit you.

Set up audio and video before you join

Choose the right microphone and speakers from the settings menu on the preview screen. Turn on the blur or background effect if your space is not tidy. Mute your microphone before you join if others are already talking.

Meeting manners in Meet

• Join a few minutes early and wait quietly until the host starts.
• Keep yourself on mute unless you are speaking.
• Use Raise hand rather than interrupting.
• Use the chat for links and short questions, not long discussions.
• Keep your camera on when the culture of the meeting expects it, especially with clients.

Useful features

Live captions

Turn on captions to follow along in noisy places or when you are working with people who speak a different first language.

Presenting your screen

Choose Present now, then pick a single tab or window. Presenting a tab also lets you share sound, which is useful for videos. Close private tabs first.

Sharing the meeting link

Share the link only with people who should attend. For sensitive meetings, ask the host to enable admission controls.

Troubleshooting common problems

• No one can hear you: check that you are not muted and that the correct microphone is selected.
• Video is choppy: close other tabs and apps, and move closer to your router.
• Echo: use headphones.

Ready for the next platform? Read our guide to Microsoft Teams meeting etiquette.

Zoom is the most common tool for corporate calls, which means your habits on it shape how colleagues and clients see you. This guide covers what to do before, during and after a Zoom meeting so you look prepared and professional every time.

Before the meeting

• Join early. Click the link 3 to 5 minutes ahead so you can test audio and video without holding anyone up.
• Update Zoom. Install the latest version of the app so new features and security fixes work properly.
• Use your real name. Set your display name to your first and last name so the host recognises you in the waiting room.
• Check your setup. Open Zoom settings and test your microphone, speakers and camera before the call starts.

Camera, lighting and background

Place your camera at eye level and sit about an arm’s length away. Face a window or lamp so light falls on your face, never behind you. Choose a tidy, neutral background; if your space is messy, use a blurred or simple virtual background.

Audio rules that matter most

• Mute yourself when you are not speaking. Background noise is the most common complaint in virtual meetings.
• Use headphones to avoid echo and to keep other people’s voices out of your microphone.
• Speak at a steady pace, and pause briefly before answering so you do not talk over someone.
• Unmute only when you are ready to speak, and mute again when you finish.

Participating politely

Use the Raise Hand reaction when you want to speak in a larger meeting. Keep chat messages short and relevant. If you must leave early, tell the host before the call or send a brief message in the chat so you do not interrupt.

Screen sharing

Before you share, close private tabs, email and messaging apps, and turn off notifications. Share a single window rather than your entire screen when possible, and stop sharing as soon as you have finished.

After the meeting

Send a short follow-up with decisions, action items and deadlines. Thank the host if the meeting was external. Clear summaries make you look organised and keep everyone on the same page.

Common mistakes to avoid

• Joining on mute and forgetting to unmute when called on.
• Eating loudly or multitasking on camera.
• Sitting in front of a bright window with your face in shadow.
• Leaving notifications on while sharing your screen.

Master these habits and you will stand out on every Zoom call. Next, learn the basics of Google Meet.