The hybrid work model—a blend of remote and in-office presence—has reshaped the professional landscape. It offers flexibility and autonomy, yet it also presents a unique set of challenges, particularly when it comes to meetings. Hybrid meetings, with some participants in the room and others dialing in, can easily become disjointed, frustrating, and unproductive if not managed correctly.

The solution lies in clear, considerate hybrid work etiquette. This isn't just about good manners; it's about intentional practices that ensure everyone, regardless of their location, has an equal voice, is fully engaged, and can contribute effectively.

Guide to essential hybrid meeting etiquette

Here is our guide to the essential etiquette for mastering the modern hybrid meeting.

Prioritize equality + presence

The foundational principle of hybrid meeting etiquette is to ensure parity between those in the room and those joining remotely.

1. "Dial in" together (the golden rule for in-office attendees)

If one or more people are joining remotely, everyone in the meeting room should join the video conference individually from their own laptop.

• Why it matters: This prevents the "fishbowl" effect, where remote participants feel like outsiders looking in. It allows everyone to see names, individual faces up close, and use the chat function easily. It also ensures everyone has a high-quality microphone for speaking.
• The one exception: If the room is specifically equipped with a dedicated, high-quality conferencing camera and a 360-degree microphone array (a "hybrid meeting room"), then a single connection may suffice. However, in certain cases, individuals still having their own laptop for chat and shared documents can be beneficial to productivity.

2. Mute when not speaking

This is standard remote etiquette, but it’s doubly important in a hybrid setting.

• In-office participants: Mute your laptop mic and speaker if you are in a conference room with a shared audio setup. If you are joining individually from your desk, ensure background noise (typing, rustling, humming) is minimized by staying muted until you speak.
• Remote participants: Mute immediately after speaking. This prevents sudden household sounds from disrupting the in-room conversation.
  
  

3. Use video (when possible)

Visual cues are crucial for engagement. Seeing faces helps build rapport and lets the speaker gauge understanding and interest. While life happens and cameras must sometimes be off, make the effort to be on camera as the default.

4. Be intentional with the chat

The in-meeting chat is a powerful tool for hybrid meetings.

• Use it for: Sharing links, proposing quick ideas, posting clarifying questions, and letting the organizer know you have a question without interrupting the speaker's flow.
• Don't use it for: Side conversations that distract from the main discussion.
  
  

For in-office participants

Those in the meeting room have the greatest responsibility to ensure remote participants feel included.

5. Designate a "remote champion" (if no host is present)

In casual team syncs, one person in the room should volunteer to keep an eye on the video feed and the chat window. Their role is to:

• Interrupt politely when a remote person tries to speak.
• Read aloud any questions posted in the chat.
• Point the shared camera (if applicable) toward the current speaker.

6. Mind the microphone (project your voice)

Even with a dedicated room mic, people in the room often speak casually, assuming the person next to them can hear. Remember the remote attendees!

• When you speak, turn your body toward the central microphone or your laptop mic.
• Avoid talking across the table to a colleague with your hand covering your mouth, as this completely excludes those calling in.
  
  

7. Avoid "room talk"

Do not engage in rapid-fire side conversations, inside jokes, or non-verbal communication (like rolling eyes or whispering) that cannot be understood or shared by the remote team. If it needs to be said, say it to the meeting as a whole.

For remote participants 

Those joining remotely have a responsibility to be clear and assertive in their communication.

8. Signal clearly when you want to speak

Don’t try to jump in over a conversation in the room, which often leads to awkward cross-talk and delay. Instead:

• Use the "Raise Hand" feature in the video conferencing platform.
• Post "Question" or "I have a thought" in the chat.
• Wait for a natural pause, then announce yourself and ideas clearly.
  
  

9. Check your tech (the pre-flight checklist)

Five minutes before the meeting, ensure your microphone and camera are working, your background is tidy (or blurred), and your internet connection is stable. Technical glitches disproportionately derail hybrid meetings.

For the meeting host/facilitator

The meeting host sets the tone and is the ultimate guardian of good etiquette.

10. Explicitly moderate between locations

The host must actively swing the focus between the two groups. Use phrases like:

• "Before we move on, does anyone on the call have a follow-up question?"
• "Let’s check the chat for input from our remote colleagues."
  
  

The hybrid model is here to stay, and its success hinges on one thing: inclusive communication. Adopting these etiquette rules ensures that hybrid meetings move beyond logistical challenges and become true forums for collaboration. By prioritizing parity, being intentional about technology, and actively moderating conversations, your team can harness the full power of flexible work, making meetings productive, respectful, and genuinely connecting for everyone, everywhere.