Etiquette expert reveals 8 mistakes to avoid during work meetings: 'The most frequent faux pas...'

Workplace meetings are essential for collaboration and productivity, and observing proper etiquette can significantly improve communication and efficiency.

Whether conducted in person or virtually, meetings are an integral part of professional life. However, employees often unintentionally undermine their professionalism during meetings through various missteps.

To help professionals navigate workplace etiquette, Business Insider spoke to Arden Clise, an etiquette expert, who highlighted some of the most common meeting mistakes and how to avoid them.

Arriving late disrupts productivity:

One of the most frequent faux pas in meetings was arriving late, which Clise said disrespects others’ time and disrupts productivity.

"If everyone's arriving late, then you can't start a meeting on time, and you don't accomplish what you need to accomplish," she explained.

To maintain punctuality, she recommended that meeting facilitators start on time, ensuring those who arrive as scheduled are not penalised for others’ tardiness.

Keeping cameras off in virtual meetings can be perceived as rude:

In virtual settings, keeping the camera off—particularly when speaking—could be seen as discourteous.

"I think it's really disrespectful to just remain with your video off when you're addressed and when you are speaking," Clise told Business Insider.

While acknowledging certain exceptions—such as unexpected interruptions or disruptions from colleagues—she emphasised that cameras should generally be switched on, especially when addressing others.

Multitasking signals disengagement:

Juggling unrelated tasks during a meeting—such as checking phones, writing unrelated notes, or mentally focusing on other responsibilities—was another common issue.

"If you're not present in the meeting, if you're doing other work, you're not going to hear what's going on. You're not going to participate because you're missing that opportunity to," Clise said.

She advised professionals to eliminate distractions and remain engaged to ensure they fully contribute to discussions.

Overusing the chat box in virtual meetings can be distracting:

In virtual meetings, excessive use of the chat box could distract attendees and divert attention from the discussion.

"Chatting is like a side conversation in an in-person meeting," Clise explained.

To avoid unnecessary disruptions, she advised employees to limit chat usage and, where necessary, send direct messages rather than addressing the entire group.

Dominating conversations can frustrate colleagues:

Another etiquette misstep was failing to allow others to contribute by dominating conversations.

Clise said it could be particularly frustrating when one individual consistently shares ideas, asks questions, or interrupts without giving others the chance to speak.

For those leading meetings, she stressed the importance of ensuring all participants have an opportunity to voice their thoughts.

Interrupting others, especially in virtual meetings, can be off-putting:

Interruptions were a common issue, particularly in virtual settings, where it could be challenging to gauge when someone had finished speaking.

"It's hard sometimes in a meeting, particularly a virtual meeting, to know when someone is finished or going to be finished. But if you're someone who regularly interrupts people … that can be really offensive," Clise noted.

She advised professionals to be mindful of when they speak, ensuring they do not talk over others.

Pointing out someone’s quietness can cause discomfort:

According to Clise, calling attention to a colleague’s quietness in a meeting was inappropriate, as it could make them uncomfortable and appear as though the person was being singled out.

Instead, she recommended politely inviting them into the conversation by asking for their thoughts on a specific point and acknowledging their previous contributions to make them feel at ease.

Failing to follow through on assigned tasks reflects poorly:

Clise also highlighted the importance of following through on action items agreed upon during meetings.

Often, employees failed to complete assigned tasks because they neglected to take notes, create to-do lists, or set calendar reminders. However, she warned that such behaviour could appear disrespectful to colleagues.

"It doesn't reflect well on you if you're not holding up your end of the work tasks. If you're not getting work done, you're not helping your coworkers, and you're not allowing the company to accomplish what it needs to accomplish," she explained.

Maintaining professionalism in meetings:

Workplace meetings are essential for collaboration and productivity, and observing proper etiquette can significantly improve communication and efficiency. By avoiding common missteps such as arriving late, multitasking, dominating discussions, or failing to follow through on commitments, professionals can ensure they contribute effectively and respectfully in their work environments.