Zoom Meeting Etiquette


By Patti Wood, Author of SNAP Making the Most of First Impressions Body Language and Charisma
1)     Host should send a zoom meeting link.
2)     Ideally, the link should include the agenda and the first and last names of everyone on the call.
3)     If the meeting is all new people or there are new people, it is proper etiquette to introduce each new person to the group. I will give proper in zoom person introductions later, but because often you have a limited meeting time and or to many people to give time to full introductions I suggest a new zoom etiquette of sending each person's name ahead of time plus their job title or something about them and if you can a photo of them along with it. Your goal in etiquette is to make people feel comfortable, recognize the status and unique qualities of and commonalities between members.
4)     The host should make sure each person knows how to use zoom before the call. They can send a how-to video and or do a dry run with the new member of the meeting and or assign someone else the task for making sure new members are comfortable with the technology.
5)     Host ideally makes sure each member knows how to dress and has the appropriate “background” for the call, follows security measures.
6)     Host should know how to follow security measures, allow guests in and know how to mute or deal with video issues.
7)     The host should be first on and last of the zoom meeting. If for any reason they need to arrive late or leave early they should arrange ahead to give the host/meeting leader responsibilities to someone else. Think of being there as people get on as being at the door to take everyone’s coats and offering refreshments, instead of people standing out in the rain and ringing the doorbell and not being able to get in.
8)     Host should be there early on the call so they can make people feel welcome and overcome that awkward silence that otherwise meeting members may feel when they are not sure they are in the correct meeting or that their technology is working.
9)   May I introduce? The proper etiquette, rules, tips, and guidelines for making introductions.

Using the proper introductions help to establish rapport when meeting people. Yes, they are not always easy, but they are important. And knowing how to introduce people to one another can make you not only more comfortable it can make other people feel more comfortable and make you look more confident!

In a very formal setting, you would say, “I would like to present to you....” Otherwise, it is fine to say, “I would like to introduce you to...” or less formally, Mrs.Garmen, Mrs. Tolbight,”
or more informally say Mrs. Jones, you know Mrs. Robinson, don’t you?” Or Sarah have you met Molly. Or Julie do you know my Mother?

In business at formal business, zoom meetings introduce individuals to each other using both first and last names. If you are in a casual zoom meeting it is fine to use first names. "Jim, I'd like you to meet my neighbor, Sarah." Or, very casually, "Sarah, Jim.", "Jim, Sarah".

Whose name do you say first? Though even Miss Manner and Emily Post disagree on whose name comes first I believe you should honor the highest person by saying their name first. So think authority defines whose name is said first. Say the name of the most important person first and then the name of the person being introduced.

Introduce people in the following order:
· Younger to older, “Mrs. Hopkins I would like you to meet my little sister Mary Jones.”
· non-official to the official,” Mr. President I would like you to present to you Mr. John Brown.”
· junior executive to senior executive, ”Mr. Iacocca I would like you to present you to our new junior executive Mr. Sam Horn”
· Colleague to a customer, “Mrs. Hawthorne (The customer) I would like to introduce you to my college, Mr. Mike Frank.”
· 2 year employee to ten-year employee. Sam Coke I would like you to meet John Hordin.
 A customer Mr. Camp visiting a zoom meeting. Mr. Smith is the CEO. Mr.Camp I would like you to meet our CEO Mr. Mike Smith. There are also choices to make. Let’s say that you are introducing people to a speaker that’s formally presenting a speech on the zoom call and not everyone knows the name of the speaker. You could either say. MS Patti Wood I like you to meet my teammate Mr. Mike Stewart. Mr. Stewart (or just plain Mike) I would like you to meet our speaker today Patti Wood or you could say the lower status person’s name first Frank Smith I would like to introduce you to our speaker Dr. James Nelson. Dr. Nelson this is Frank Smith he has been at the Atlanta Training office of UKS for two years. He works with Jennie Waddington. It is OK if you mess up the order. No small children were harmed, just keep going.

If you're in a formal zoom meeting introduce someone who has a title’s doctor, for example,’ include the title as well as the first and last names in the introduction. Use proper titles. Don't introduce your parents as 'Mom' or 'Dad' unless that is how they would like to be addressed. You can say, “I would like you to meet my mother, Ms. Jones.

If the person you are introducing has a specific relationship to you, make the relationship clear by adding a phrase such as 'my boss,' 'my wife' or 'my uncle.' In the case of unmarried couples who are living together, 'companion' and 'partner' are good choices.

Use your spouse's first and last name if he or she has a different last name than you. Include the phrase 'my wife' or 'my husband.' Mr. Jones I would like you to meet my husband Eric Mann.
Introduce an individual to the group first, then the group to the individual. For example: 'Dr. Noble, I'd like you to meet my friends Hassan Jubar, Kim Nordeck and Michael Smith. Everyone, this is Dr. Mark Noble.'

Give them something to talk about once you have introduced them, preferably something they have in common. For example:” Sara this is Paul." “Paul, Sara is the biggest Baseball fan I have ever met" Now you have them a conversation starter. If you need to go, once they get a bit of a conversation going you can excuse yourself politely

Introducing people by recognizing talent and giving praise is an important part of being a good leader, team member, and friend. And showing great respect In my book, "People Savvy Leadership," I give the following tips:

When you focus on other’s accomplishments and notice what is worthy of praise, your energy is lifted, and you build successful interactions.
A simple way to give praise is with an introduction. For example, when you introduce your friends, coworkers and business associates to someone new, share their name and an accomplishment. "Jim, this is Sara Beckman, she just headed up the committee for our new quarter sales meeting and it was fantastic." "Tom, this is Morgan Tyler, she just spearheaded the new marketing project." "Karl, this is Veronica Mann, she works with our top client Prudential." Or “Pam, this is my dear friend Karla, we have known each other since we were kids and she has the best sense of humor” “Karla this is my co-worker Pam, she has designed our new social media platform to rave reviews from the team or “Mark this is my colleague Jim, Jim he is our go-to expert on customer loyalty, he really knows his stuff.” Jim, this is my friend Mark, Mark and I met at Top Golf benefit he was in charge of last year and it was a huge success and did us proud.” 

If you're introduced to someone respond. You don’t have to say, “Nice to meet you.” It is a polite response, but you may not be sure yet if it will be nice. You don’t have to say, “It is a pleasure to meet you unless it is a pleasure. You do have to say something. You should repeat the person's name back; In a formal setting saying "Hi" or " Hello" is not enough. Instead, say, “Hello” "Do you prefer being called David or should I call you Dave?"

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The host should state the agenda, that they sent ahead of time and set ground rules/etiquette guidelines for the meeting both in an email before the meeting and at the start of the meeting. For example, “Here are the guidelines for private messaging members of the meeting while we are on the call.” And or “We want to make sure everyone has time to talk and everyone feels heard and understood. Make sure your zoom box is not coming up and filling the screen more than other members of the meeting unless you are presenting. I may hop in and suggest that other people contribute. The host should guide the meeting making sure no one dominates the zoom call and that if someone hasn’t spoken you call on them and or send them a private message asking if they would like to contribute.

11.)  The host should give a final thought, goal, motivational statement, story, or a bit of humor to formally end the zoom call and thank people for attending, give special individual thanks for important contributions to the call. Tell the group you will stay after for further questions and visiting time and will be the last to leave the call and ideally, if you can say goodbye to each individual on the call so there is not a haphazard clicking off at the end and people don’t know when to say goodbye. 



Patti Wood, MA - The Body Language Expert. For more body language insights go to her website at www.PattiWood.net. Check out Patti's website for her new book "SNAP, Making the Most of First Impressions, Body Language and Charisma" at www.snapfirstimpressions.com.