Top Remote Work Etiquette

Remote work etiquette basically boils down to one thing: being considerate of the fact that everyone is working from a different environment. When we aren't in the same room, we miss out on social cues, body language and the ability to see if someone is busy. Good etiquette fills those gaps.

I’ve been working remotely for years and I've seen it all. From people eating loud chips directly into the microphone to awkward silences because nobody knew who should speak next. Here is a deep dive into how to be a pro at this, broken down by the tools we use every day.

Mastering the Video Call (Zoom, Teams, Meet)

Video calls are the new conference room, but the rules are different. According to a study from Stanford, "Zoom Fatigue" is a real thing, and bad etiquette makes it way worse.

1. The Golden Rule of Muting

I can't stress this enough. If you are not actively talking, hit the mute button. It sounds simple but people forget it constantly.

Microphones on laptops are designed to pick up everything. That means your typing, the dog barking three rooms away, or your partner making coffee in the kitchen all comes through clearly. Even if you think you're being quiet, you probably aren't. Heavy breathing is another one-nobody wants to hear that in their ear. Just stay muted until it's your turn to speak.

2. Lighting and Angles Matter

You don't need a studio setup. But you should try not to look like you are in witness protection. If you sit with a bright window behind you, you turn into a silhouette. It makes it hard for people to connect with you because they can't see your facial expressions.

Try to have a light source in front of you. A lamp or a window works fine. Also, check your camera angle. We want to see your face, not up your nose or just your forehead. Put your laptop on a stack of books if you have to, so the camera is at eye level.

3. To Camera or Not to Camera?

This is a big debate. Generally, if it is a small team meeting (like 2 to 5 people), keep the camera on. It helps build trust and reminds everyone that there are humans on the other side of the screen. If you're in a massive town hall meeting with 50 people, it is usually fine to turn it off to save bandwidth.

However, if you need to turn it off for a reason-like you’re eating lunch or your kid just ran in-just say so in the chat. A quick "Camera off, eating lunch!" goes a long way. It stops people from wondering if you are even there.

4. Eye Contact is Weird Now

To make eye contact on a video call, you actually have to look at the camera lens, not the face on the screen. It feels unnatural. When you look at the face on the screen, it looks to the other person like you are looking down.

You don't have to stare at the dot the whole time, that's creepy. But when you are making an important point, try to look at the lens. It makes your argument feel more persuasive.

Text and Chat Etiquette (Slack, Discord, Teams)

Most of our day is spent typing. The problem is that text has no tone. You might type "Okay." thinking you are agreeing, but the other person reads "Okay." as if you are annoyed or dismissive.

5. Use Emojis (Seriously)

Ten years ago, using emojis in business was unprofessional. Now, it's necessary. Since we can't see a smile or hear a friendly tone, an emoji does that work for us.

Compare these two:

• "I need that report by 5."
• "I need that report by 5! Thanks 🙏"

The first one sounds like a demand from a boss who is mad. The second one sounds like a normal request. Don't go overboard, but use them to soften your language. It clarifies your intent.

6. The "No Hello" Rule

This is a huge pet peeve for many remote workers. Please don't message someone just saying "Hi" or "Hello" and then wait for them to reply before typing your actual question.

Here is why that is annoying: The person sees the notification, stops their work to check it, and sees... nothing of value. Now they have to type "Hi?" and wait for you to type out your problem. It wastes time.

Instead, type it all at once: "Hi Sarah, do you have a minute to look at this design file? I'm stuck on the header." This allows Sarah to answer your question immediately when she sees it, or prioritize it for later.

7. Use Threads

If you are in a group channel with 20 people, do not start a new message for every reply. It clogs up the whole feed and pushes important info off the screen. Use the "Reply in Thread" feature. This keeps the conversation organized and only notifies the people who are actually involved in that specific discussion.

Respecting Boundaries and Time

When you work from home, the line between "work" and "life" gets blurry. Good etiquette means helping your coworkers keep that line clear.

8. Check Time Zones Before Scheduling

I once had a guy schedule a meeting with me at 6 AM my time because it was 9 AM his time. He didn't mean to be rude, he just didn't check. Don't be that guy.

Most calendar apps (Google Calendar, Outlook) will show you the other person's time zone. If you work with a global team, try to find the "golden hours"-that slot where it’s morning for one team and afternoon for the other. If you absolutely have to schedule something outside their normal hours, ask them first. Never just drop it on the calendar.

9. The "Status" is Sacred

Pay attention to people's status indicators. If Slack says they are "In a Meeting" or "Focus Mode," do not expect an immediate reply. In an office, you can see if someone has headphones on or is talking to someone else. Remote, the status icon is all we have.

If you have a non-urgent question and you see they are busy, maybe schedule the message to send later or just wait. If you message them anyway, start with "No rush on this..." so they know they don't have to break their focus.

10. Don't Expect Instant Replies (Async is King)

Remote work works best when it is "asynchronous." That’s a fancy word for saying: we don't have to be working on the same thing at the exact same second. Stop treating chat like a tap on the shoulder. Treat it more like an email.

Give people grace. They might be walking the dog, changing a diaper, or just deep in code. Unless the building is on fire, give people a few hours to get back to you.

Tech Hygiene and Preparation

Nothing kills the vibe of a meeting faster than technical difficulties that could have been avoided.

11. Test Your Tech Before the Call

If you are presenting, log in 3 minutes early. Check your screen share. Check your mic. Watching someone struggle to get their PowerPoint to load for 10 minutes is painful for everyone involved. Wikipedia says Murphy's Law is "anything that can go wrong will go wrong," and that is double true for video conferencing software.

12. Notifications Off

If you are sharing your screen, turn off your notifications. Seriously. We have all been in a meeting where someone is presenting a spreadsheet and suddenly a text pops up in the corner from their partner asking "Did you buy the milk?" or something way more embarrassing.

Most operating systems have a "Do Not Disturb" mode. Toggle it on before you hit that green "Share Screen" button.

The Human Element

Finally, we have to remember to be human. Remote work can be lonely.

13. Make Time for Small Talk

In the office, small talk happens at the coffee machine. Remote, it doesn't happen unless you make it happen. It's not a waste of time to spend the first 3-5 minutes of a meeting asking how someone's weekend was. It builds rapport.

If you jump straight into business every single time, relationships become purely transactional. You loose the team chemistry. Sometimes, drop a meme in the group chat or share a picture of your lunch. It helps.

14. Assume Positive Intent

This is maybe the most important rule of all. Because text is hard to interpret and we don't see each other often, it is easy to get paranoid. "Why was his email so short? Is he mad at me?"

99% of the time, they aren't mad. They are just busy, or tired, or typing from their phone. Always assume the best. If you are worried, just pick up the phone (or start a video call) and ask. A 2-minute voice conversation clears up misunderstandings faster than 20 emails.

Remote work is awesome when everyone plays by the rules. It gives us freedom and flexibility. But that freedom requires discipline and respect for the people on the other side of the fiber optic cable. If you stick to these basics, you’re gonna be the person everyone loves working with.

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Frequently Asked Questions

Is it rude to eat during a video meeting?
Honestly, it depends. If it is a working lunch where everyone is eating, go for it. If you are the only one eating a crunchwrap supreme while everyone else is presenting quarterly numbers, yeah, it's rude. If you have to eat, turn your camera off and definitely mute your mic.

What if my kid/dog/cat interrupts the meeting?
Don't panic! This is normal now. Most people are very understanding. Just apologize quickly, mute yourself to deal with the noise, and come back. If you get stressed and angry about it, it makes it awkward for everyone. If you just laugh it off, everyone else will too.

Do I really have to wear pants?
Look, I'm not the fashion police. But I will say this: sometimes you have to stand up unexpectedly to grab a charger or shut a door. You don't want to be the person caught in their boxers. At least wear basketball shorts or leggings. Full business suits are definitely not required anymore, though.

How do I politely tell a coworker their background noise is awful?
This is awkward but necessary. Do not suffer in silence. You can say something like, "Hey Mike, we're getting a lot of static/background noise from your end, could you check your mic or mute when you aren't speaking?" Blame the connection or the tech, it softens the blow.

Is it okay to work from a coffee shop?
Yes, but be mindful. If you are just doing emails, it's fine. If you have to be on calls, ensure the coffee shop isn't too loud. And please, use a headset with a good microphone. Relying on your laptop mic in a Starbucks is a nightmare for the people listening to you.