Virtual Meeting Etiquette for Game Developers

The game development industry has always embraced remote collaboration more than most sectors. But after the pandemic accelerated virtual work adoption, remote meetings became the primary venue for creative decisions, playtesting sessions, sprint planning, and the thousands of micro-decisions that shape a game’s development. Whether you’re working on your first indie game or collaborating on AAA titles, mastering virtual meeting etiquette is essential.

Yet virtual meetings in game dev present unique challenges. You’re not just discussing spreadsheets—you’re critiquing art direction, reviewing gameplay mechanics, coordinating across disciplines, and somehow maintaining creative energy through a screen. Whether you’re developing horror games that require careful atmosphere discussion or AAA titles with massive teams, the stakes are high: virtual meetings have significant effects on employees’ well-being, relationship building, and performance.

This comprehensive guide covers everything game developers need to master virtual meeting etiquette, from technical setup to creative collaboration, across every role from programmers to artists to producers.

Why Game Dev Virtual Meetings Are Different

Before diving into best practices, let’s acknowledge what makes virtual meetings unique in game development:

Creative Collaboration Demands Higher Bandwidth: Unlike typical business meetings, game dev discussions involve visual feedback, iterative design, and subjective creative decisions. A marketing meeting can function with cameras off and minimal engagement. A game design review where you’re discussing character animation timing or level pacing absolutely cannot.

Multidisciplinary Communication Challenges: In a single meeting, you might have programmers speaking in technical implementation terms, artists discussing visual language, designers thinking about player psychology, and producers managing scope. Each discipline communicates differently, and virtual settings amplify these gaps.

The Play Paradox: Research reveals that play in virtual meetings can simultaneously enhance creativity and reduce video conferencing fatigue while potentially undermining productivity and professionalism. Game developers exist in a unique space where playfulness is part of professional identity, but must be balanced carefully in remote settings.

Asynchronous Reality: Game developers often rely on asynchronous and text-based communication for much of what they do, while recognizing the importance of physical and synchronous spaces for social cohesion. Virtual meetings must bridge this gap effectively.

Time Zone Torture: International development teams are standard in game dev. Time zone differences can leave you with next to no shared working hours, making the few synchronous meetings you do have absolutely critical.

The Pre-Meeting Foundation: Setup and Preparation

Great virtual meetings start long before anyone joins the call. Here’s how to build a solid foundation:

Technical Setup That Actually Works

The Audio Hierarchy: In game dev, audio quality matters more than most industries because you’re often reviewing sound design, discussing music direction, or listening to gameplay audio. If you’ve set up a proper remote game development workspace, you’re already ahead. Invest accordingly:

1. Professional microphone (minimum): USB condenser mic like Blue Yeti or Audio-Technica AT2020
2. Audio interface + XLR mic (recommended for audio leads): Focusrite Scarlett + Shure SM7B
3. High-quality headphones: Closed-back to prevent audio bleed during sound reviews

Video Quality Standards: While audio is critical, video quality matters for art reviews, animation feedback, and reading team reactions during creative discussions:

• 1080p webcam minimum (Logitech C920 or equivalent)
• Proper lighting: Ring light or key light positioned to illuminate your face evenly
• Clean background: Either actual clean workspace or thoughtful virtual background

Internet Connection Non-Negotiables:

• Wired Ethernet preferred: WiFi can drop during critical moments
• Minimum 10 Mbps upload: Essential for screen sharing game builds
• 50+ Mbps upload recommended: For sharing high-quality video or live gameplay
• Backup connection: Mobile hotspot for emergencies

Screen Sharing Optimization:

When sharing game builds or development tools:

• Close unnecessary applications to improve performance
• Use “share specific window” instead of entire screen
• Test frame rate impact before sharing gameplay
• Consider using remote desktop tools like Parsec for high-quality game streaming

Meeting Purpose and Agenda: The Non-Negotiable Rule

Every meeting invite should have a clear agenda. This is doubly important in game dev where meetings can easily derail into fascinating but tangential creative discussions.

Effective Game Dev Meeting Agendas Include:

• Clear objective: Decision to be made, problem to solve, or milestone to review
• Context links: Related design docs, build numbers, art references
• Pre-work required: “Review character animations in Build 472 before meeting”
• Expected outcomes: “Finalize weapon balance for Assault class”
• Role assignments: Who’s presenting, who’s decision-maker, who’s note-taker

Meeting Type Taxonomy:

Different meeting types require different approaches:

• Daily standups: 15 minutes max, status only, obstacles identified
• Sprint planning: 1-2 hours, collaborative, requires everyone’s input
• Art/design reviews: 45-60 minutes, visual focus, constructive critique
• Playtesting sessions: 30-90 minutes, structured feedback, recorded for analysis
• Technical deep-dives: 60+ minutes, whiteboard/diagramming tools essential
• Retrospectives: 60 minutes, psychologically safe environment critical

The Scheduling Equation

Game dev teams often span continents. When developing Ballistic Baseball, teams were working with Montreal-based audio while Brisbane is 15 hours ahead.

Smart Scheduling Strategies:

1. Identify overlap windows: Use tools like World Time Buddy to find shared hours
2. Rotate sacrifice: If someone must join at 6am or 10pm, rotate that burden
3. Record everything: Those in bad time zones can watch asynchronously
4. Core hours approach: Establish 3-4 hour windows when everyone’s available
5. Async-first mindset: Only meet synchronously when truly necessary

Calendar Etiquette:

• Send invites 48+ hours in advance for standard meetings
• Include agenda and materials in calendar description
• Mark optional vs. required attendees clearly
• Respect focus time blocks – most developers need uninterrupted chunks for deep work

During the Meeting: Engagement and Professionalism

Now that you’ve joined the call, here’s how to be an exceptional virtual meeting participant:

The Fundamental Rules

Camera On vs. Off: The Nuanced Answer

Unlike corporate environments with blanket camera policies, game dev requires situational awareness:

Camera ON for:

• Design reviews and creative feedback sessions
• One-on-ones and team bonding
• Presentations where you’re speaking
• Interviews and external stakeholder meetings
• Small team meetings (under 8 people)

Camera OFF acceptable for:

• Large all-hands meetings (20+ people)
• Technical deep-dives where screen sharing dominates
• When you’re purely observing/learning
• Personal circumstances (sick, bad camera day, etc.)

When in doubt: Default to camera on for better connection, but don’t judge those who keep it off. For presentation-style meetings, it’s usually fine to stay off-camera unless asked otherwise.

Audio Management: The Mute Button Philosophy

The Golden Rule: Mute your microphone when you’re not speaking to help reduce background noise and make it easier for others to hear.

But in practice:

• Small collaborative sessions (3-5 people): Stay unmuted for natural conversation flow
• Medium meetings (6-15 people): Mute by default, unmute to speak
• Large meetings (15+ people): Stay muted unless presenting

Mute button mastery: Learn your platform’s keyboard shortcut (Zoom: Spacebar for push-to-talk). This prevents the awkward “Can you hear me?” delay.

Background noise awareness:

• Mechanical keyboards can be distracting – consider quieter switches for meetings
• Pets, family, construction noise happen – acknowledge briefly and mute
• If you’re eating during a meeting, you’re saying “this meeting isn’t important”

Professional Presence in Creative Industries

Game development sits at the intersection of tech professionalism and creative informality. Balance both:

Appearance Standards:

• Studio culture matters: AAA corporate environments expect business casual minimum
• Indie flexibility: Smaller studios often embrace casual attire
• External meetings: Always dress up for publishers, investors, press
• The basic rule: Clean, presentable clothing from waist up minimum

Take the time to put on clean and professional-looking clothes and don’t forget to brush your teeth and comb your hair. Yes, you’re working from home. No, your team doesn’t need to see your pajamas.

Environment Considerations:

Your background communicates professionalism (or lack thereof):

• Clean, organized space visible behind you
• Thoughtful virtual backgrounds (studio logos, game art) if physical space isn’t ideal
• Proper lighting so your face is clearly visible
• No distracting movement or clutter

Keep whatever is behind you clean, clear, and professional – not setting up in a coffee shop with customers coming and going behind you.

Active Engagement: Beyond Just Showing Up

Virtual meetings require intentional engagement that happens naturally in person:

Visual Engagement Signals:

• Nod occasionally to show you’re following
• Use reaction emojis for quick agreement (👍 for approval, 🤔 for thoughtful consideration)
• Lean forward slightly – body language still reads on camera
• Maintain eye contact by looking at camera, not your screen

Participation Balance:

• Don’t dominate conversation, but don’t ghost either
• Use “raise hand” features for ordered discussion
• In creative critiques, provide specific, actionable feedback
• Build on others’ ideas rather than just presenting your own

The Chat Function: Powerful but easily misused:

• Use for questions without interrupting flow
• Share relevant links and resources
• Side conversations should move to DMs
• Avoid humor that might be misinterpreted without tone

Presenting and Screen Sharing Like a Pro

When it’s your turn to present:

Preparation checklist:

• Close unrelated tabs and applications
• Notifications OFF (seriously – Slack, email, everything)
• Hide bookmarks bar if it contains anything embarrassing
• Test screen share quality before presenting

Game-Specific Presentation Tips:

Code Reviews:

• Increase font size so code is readable (16pt minimum)
• Use syntax highlighting
• Walk through logic verbally, don’t assume understanding
• Encourage questions throughout

Art and Animation Reviews:

• Share high-resolution assets
• Show assets in context (in-game, not just static)
• Reference mood boards and style guides
• Create space for critique without getting defensive
• Whether you’re reviewing retro-inspired art from classic GameCube games or modern assets, context is everything.

Gameplay Presentations:

• Preload builds to avoid loading screen dead air
• Narrate what you’re doing as you play
• Pause frequently for questions and reactions
• Record sessions for those who couldn’t attend

Design Discussions:

• Visual aids essential – slides, diagrams, mockups
• Use digital whiteboard tools (Miro, FigJam) for collaborative brainstorming
• Save whiteboard sessions for async review

Discipline-Specific Etiquette

Different roles in game development have unique virtual meeting considerations:

For Programmers

Code Review Meetings:

• Come prepared with code already pushed to review branch
• Have your IDE ready with relevant files open
• Explain your approach before diving into implementation
• Accept feedback gracefully – it’s about the code, not you
• Document decisions made during reviews in comments or wiki

Technical Deep-Dives:

• Use diagramming tools for architecture discussions
• Share relevant documentation beforehand
• Don’t assume everyone has the same technical knowledge
• Translate technical constraints into game design implications

For Artists and Animators

Art Review Sessions:

• Present work in context, not just on white backgrounds
• Show iteration progression to explain your thinking
• Reference style guides and art direction docs
• Separate technical critique from aesthetic preferences
• Be specific about the type of feedback you need

Animation Reviews:

• Show at multiple speeds (real-time, slowed down, frame-by-frame)
• Compare against reference videos when relevant
• Discuss timing and weight, not just poses
• Consider video quality – compression can hide subtle animation work

For Designers

Design Review Meetings:

• Have playable builds ready, not just documents
• Present data to support design decisions when possible
• Acknowledge when design is experimental vs. validated
• Bridge between creative vision and technical feasibility
• Facilitate discussion, don’t just present monologues

Playtesting Sessions:

• Create structured feedback forms in advance
• Set clear expectations for playtesters
• Take notes without interrupting players
• Watch player behavior as much as you listen to feedback
• Thank participants – playtesting is generous with time
• Whether testing classic arcade-style games or complex RPGs, structured feedback is essential.

For Producers and Managers

Sprint Planning and Standups:

• Keep standups to 15 minutes maximum
• Team members should talk to each other, not just report to the scrum master
• Focus on obstacles that need removing
• Document commitments clearly
• Don’t turn standups into problem-solving sessions

Stakeholder Meetings:

• Manage up by providing context for non-developer audiences
• Translate technical limitations into business implications
• Come with solutions, not just problems
• Protect team time by minimizing unnecessary meetings
• Follow up with clear action items and owners

The Meeting Types That Make or Break Game Development

Different meeting formats require adapted approaches:

Daily Standups: The 15-Minute Rule

Standing position is less comfortable and meetings will have to be concluded quickly because of it – this philosophy applies even virtually.

Standup structure:

1. What did you complete yesterday?
2. What will you work on today?
3. What obstacles are blocking you?

Virtual standup best practices:

• Same time daily, no exceptions
• Cameras on for connection
• No deep problem-solving – park those for after
• Rotating facilitator keeps it fresh
• Use async standups (Slack, project management tools) when time zones won’t align

Design Reviews: Where Creativity Meets Critique

These meetings determine your game’s quality but can easily become unproductive:

Structure for success:

• Show work early and often – “ugly” is fine
• Establish whether you want feedback on concept or execution
• Separate “I like it” from “It serves the design goals”
• Decision-maker should be clearly identified
• Somebody needs to have definitive control over the decision-making process, ideally established during or before the kickoff meeting

Giving good creative feedback virtually:

• Start with what’s working
• Be specific: “The character feels sluggish during the jump peak” beats “jumping feels weird”
• Suggest solutions, don’t just identify problems
• Consider if your feedback serves the game’s vision or your personal preference
• Use annotation tools to mark specific areas on screen

Receiving creative feedback virtually:

• Don’t get defensive – people are trying to make the game better
• Ask clarifying questions if feedback is vague
• Take notes – you’ll forget specifics later
• Thank people for their input
• Follow up with implementation plan

Playtesting Sessions: Structured Feedback

Remote playtesting presents unique challenges:

Setup requirements:

• Builds must be easily accessible (downloadable or cloud-streamed)
• Screen recording tools for capturing playtester sessions
• Structured feedback forms (Google Forms, Typeform)
• Clear NDA and confidentiality agreements

During the session:

• Mute yourself and let players play without commentary
• Watch facial expressions and reactions
• Note where players get stuck or confused
• Ask follow-up questions after they finish
• Record sessions (with permission) for team review

Retrospectives: Learning and Improving

These meetings examine what’s working and what’s not:

Psychological safety is paramount:

• What goes in retro stays in retro (usually)
• Focus on systems and processes, not individuals
• Use anonymous feedback tools when needed
• Action items must have owners and deadlines

Effective retro structure:

1. What went well? (Celebrate wins)
2. What could improve? (Identify friction)
3. Action items (Concrete next steps)

Kickoff Meetings: Setting the Foundation

It’s worth beginning any collaboration with a kickoff meeting, in which you talk through the vision and routinely reiterate it.

Kickoff essentials:

• Project vision and creative direction
• Roles and responsibilities clearly defined
• Communication norms established
• Decision-making process clarified
• Success metrics identified
• Risk discussion (what could go wrong?)

Managing the Challenges: Problem-Solving Virtual Meeting Issues

Real issues that plague game dev virtual meetings and how to solve them:

Challenge: “Zoom Fatigue” Is Real and It’s Worse in Game Dev

Zoom fatigue presents a significant challenge to meeting efficacy and mental well-being, with its negative effects amplified by overstimulation.

Solutions:

• Limit meetings to 45 minutes max (leave 15-minute buffer between)
• Use async communication when possible
• Implement “no meeting” focus days
• Allow camera-off during listening-heavy meetings
• Take actual breaks between back-to-back calls

Challenge: Creative Energy Doesn’t Translate Through Screens

Virtual brainstorming often feels flat compared to in-person whiteboard sessions.

Solutions:

• Use digital whiteboard tools (Miro, FigJam, Excalidraw)
• Smaller breakout groups for ideation
• Async brainstorming first, then sync discussion
• Use collaborative documents for real-time iteration
• Embrace the “yes, and” improv principle to build momentum

Challenge: Time Zone Conflicts Make Real-Time Collaboration Painful

Considering differences in time zones can make communication more difficult.

Solutions:

• Record all important meetings for async viewing
• Rotate meeting times so burden is shared
• Use async tools (Loom for video updates, detailed wikis)
• Establish “core hours” when everyone overlaps
• Compensate off-hours work fairly (pay, time off)

Challenge: Technical Issues Derail Critical Moments

Nothing kills momentum like “Can you hear me?” repeated 10 times.

Solutions:

• Test your equipment and connection beforehand to avoid slow internet connections, broken equipment, or poor sound quality that can interrupt meetings
• Have backup communication channel (Slack for “my Zoom died”)
• Dedicated tech troubleshooter in large meetings
• Screen share tested before presenting
• Internet upgrade if you’re consistently having issues

Challenge: Misunderstandings Escalate More Easily Remotely

Text lacks tone. Video lacks full body language. Conflicts simmer.

Solutions:

• Default to assuming good intent
• If something seems off, ask for clarification
• Move heated discussions to 1-on-1 video calls
• Use camera-on for sensitive conversations
• Follow up in writing to confirm understanding

Challenge: Maintaining Team Culture and Connection

38% of remote game developers report feeling isolated.

Solutions:

• Virtual social time separate from work meetings
• Casual “water cooler” channels in Slack/Discord
• Quarterly in-person gatherings when possible
• Show & tell sessions (personal projects, games you’re playing like retro favorites or 3DS classics)
• Celebrate team wins visibly and enthusiastically

Platform-Specific Best Practices

Different tools have different strengths:

Zoom: The Workhorse

Best for: Structured meetings, presentations, large groups

Pro tips:

• Enable “waiting room” to prevent random joiners
• Use breakout rooms for small group discussions
• Polling features for quick decisions
• Whiteboard function for collaborative sketching
• Recording meetings to cloud for easy sharing

Discord: The Game Dev Favorite

Best for: Casual team communication, voice channels, community building

Pro tips:

• Persistent voice channels for “virtual office” feel
• Screen sharing with audio for game playthroughs
• Multiple channels for different topics
• Bots for automated standup reminders
• Less formal than Zoom – embrace it

Microsoft Teams: The Enterprise Option

Best for: Corporate environments, Microsoft ecosystem integration

Pro tips:

• Integration with Office 365 for seamless file sharing
• Channels for persistent conversations
• Planner integration for task management
• Enterprise-level security for sensitive projects

Slack Huddles: The Quick Sync

Best for: Rapid questions, informal check-ins, spontaneous collaboration

Pro tips:

• Lower barrier to entry than scheduled meetings
• Share screen directly from huddle
• Async video clips for quick updates
• Integrate with other tools via apps

Google Meet: The Lightweight Choice

Best for: Startups, small teams, Google Workspace users

Pro tips:

• Extremely easy to join – no app required
• Calendar integration is seamless
• Breakout rooms for small group work
• Live captions for accessibility

Advanced Tactics: Elevating Your Virtual Meeting Game

Once you’ve mastered the basics, these advanced strategies separate good from great:

The “Show and Tell” Meeting Format

Borrowed from education, this format works wonderfully for game dev:

• Each team member presents something they’re proud of (5 mins)
• Doesn’t have to be work – could be side projects, games they’re playing
• Builds connection and cross-discipline appreciation
• Scheduled monthly as culture-building exercise

The Silent Review

For design docs, feature proposals, or lengthy updates:

1. First 10 minutes: Everyone reads document silently
2. Next 20 minutes: Discussion and questions
3. Final 10 minutes: Decisions and action items

This ensures everyone actually read the material instead of skimming beforehand.

The Walking Meeting

For 1-on-1s or small informal discussions:

• Both parties go for a walk with phone/headphones
• No screen fatigue
• Movement enhances creative thinking
• More casual, personal conversations emerge

The Async-First Approach

Being concise is important – it’s easy to lose focus, especially over video calls.

Before scheduling a meeting, ask:

• Could this be a document?
• Could this be a Loom video?
• Could this be a Slack thread?

Only meet synchronously when real-time interaction adds value.

The Role Rotation Strategy

To prevent meetings from becoming stale:

• Rotate facilitator role
• Different person does standup each week
• Vary who takes notes
• Share presenting duties

This distributes responsibility and keeps everyone engaged.

The Follow-Up: Making Meetings Actually Matter

Good virtual meeting etiquette means wrapping up with clear next steps by assigning someone to capture key notes, action items, and deadlines.

Meeting Notes That Work

Effective note structure:

• Decisions made: What was decided and why
• Action items: What, who, by when
• Open questions: What still needs answers
• Next steps: What happens after this meeting

Tools for notes:

• Notion for persistent wiki-style documentation
• Google Docs for collaborative real-time notes
• Confluence for enterprise knowledge management
• Linear/Jira for action items that become tasks

The 24-Hour Rule

Within 24 hours of any important meeting:

• Notes distributed to all attendees
• Action items assigned in project management tool
• Recordings uploaded if meeting was recorded
• Follow-up questions addressed

Accountability Systems

Make sure things actually get done:

• Review action items at start of next meeting
• Public commitment increases completion rates
• Connect action items to broader project goals
• Celebrate when commitments are honored

Meeting Culture: Building Sustainable Practices

Individual etiquette matters, but team culture determines long-term success:

Establishing Team Norms

Create a “meeting manifesto” that defines:

• Default camera policy
• Expected response times
• Meeting scheduling notice periods
• Acceptable reasons to decline meetings
• How conflicts are resolved

The Meeting Audit

Quarterly review:

• Which recurring meetings still serve their purpose?
• Which could be shorter?
• Which could be async?
• Are we over-meeting or under-communicating?

Empowering Meeting Rejection

Don’t be afraid to call bullshit when a meeting’s not going well – if an agenda’s not in the meeting invite, you should say no to that meeting.

Give team members explicit permission to:

• Decline meetings without clear agendas
• Suggest alternative approaches (async, smaller group)
• Leave meetings that aren’t relevant to them
• Provide feedback when meetings are unproductive

The Creative Energy Budget

Recognize that creative work requires focused time:

• Limit meetings to specific windows
• Protect morning hours for deep work
• No meetings after 4pm on Fridays
• “Meeting-free” focus days (Wednesdays work well)

Special Situations: Navigating Unique Scenarios

Meetings with Publishers and External Stakeholders

Stakes are higher, formality increases:

• Everyone camera-on unless technical issues
• More structured presentations
• Designated speaker (usually lead or producer)
• Practice beforehand with team
• Professional backgrounds and attire
• Pre-meeting tech check is mandatory

Job Interviews and Recruitment

You’re being evaluated, act accordingly:

For Candidates:

• Test tech 30 minutes early
• Professional attire head-to-toe (might stand up)
• Portfolio and work samples ready to share
• Questions prepared about role and studio
• Follow up within 24 hours

For Interviewers:

• Clear agenda shared beforehand
• Multiple team members present
• Leave time for candidate questions
• Timely feedback afterward
• Represent company culture authentically

Crisis Management Meetings

When things go wrong (major bugs, delays, team conflict):

• Convene quickly but don’t panic
• Focus on solutions, not blame
• Psychological safety is critical
• Document decisions made under pressure
• Follow up more frequently than normal

Playtesting with External Players

Managing non-developers requires adaptation:

• Simpler tech requirements
• Very clear instructions
• More patience with technical difficulties
• Structured feedback forms
• NDA and confidentiality briefing

The Future of Game Dev Virtual Meetings

Emerging trends worth watching:

VR Meeting Spaces

Popular virtual meeting platforms in the gaming development industry include VRChat for those who work with Virtual Reality games.

Current state: Novelty for most, practical for some VR studios

Promise: Spatial audio, body language, shared virtual whiteboards

Challenge: Adoption barriers, motion sickness, tech requirements

AI-Powered Meeting Tools

Emerging capabilities:

• Automatic transcription and summarization
• Action item extraction
• Real-time language translation
• Meeting analytics (talk time, engagement)

Use thoughtfully: AI tools supplement, don’t replace human facilitation

Hybrid Meeting Evolution

As studios adopt hybrid models:

• Better tech for including remote participants in office meetings
• Virtual “presence” robots
• Spatial audio systems
• Improved screen sharing and collaboration tools

Async-First Culture

The trend toward documentation over meetings:

• Loom videos replacing status meetings
• Rich documentation replacing verbal briefings
• Decision logs replacing decision meetings
• Better writing skills becoming essential

Conclusion: Etiquette as Professional Craft

Virtual meeting etiquette isn’t about arbitrary rules—it’s about respect, effectiveness, and building the kind of collaborative environment where great games can be made.

The most important principles:

1. Respect everyone’s time: Be punctual, prepared, and purposeful
2. Create psychological safety: Make space for all voices, handle conflict constructively
3. Communicate clearly: Adapt your style to virtual constraints
4. Stay engaged: Your attention honors your teammates’ work
5. Solve problems: Don’t just identify issues, propose solutions
6. Build connection: Use meetings to strengthen team bonds, not just convey information
7. Iterate continuously: Meeting culture should improve over time

Whether you’re an indie developer collaborating with contractors across time zones or a AAA studio programmer in daily standups, these principles apply. The specific tactics might vary based on team size, studio culture, and project phase, but the underlying ethos remains constant: virtual meetings should make game development more effective, not more frustrating.

Master these practices, adapt them to your team’s unique needs, and you’ll transform virtual meetings from necessary evil into competitive advantage. The games your team creates will be better for it.

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Quick Reference: Virtual Meeting Etiquette Checklist

Before Every Meeting

• Test audio, video, and connection
• Review agenda and pre-work
• Close unnecessary applications
• Silence notifications
• Join 2-3 minutes early
• Have relevant materials ready to share

During Every Meeting

• Camera on (unless specific reason not to)
• Mute when not speaking (in larger meetings)
• Engage actively (nods, reactions, questions)
• Take notes on key decisions
• Be specific with feedback
• Stay on agenda topics
• Respect speaking time

After Every Meeting

• Distribute notes within 24 hours
• Assign action items in project tool
• Follow up on commitments
• Upload recordings if applicable
• Flag any unresolved issues
• Provide feedback if meeting was unproductive

Role-Specific Considerations

Programmers:

• Code pushed to review branch beforehand
• Architecture diagrams prepared
• Technical context explained clearly

Artists/Animators:

• High-resolution assets ready
• Context provided (not just isolated assets)
• Specific feedback requested

Designers:

• Playable builds available
• Design rationale documented
• Data to support decisions

Producers:

• Clear agenda circulated in advance
• Decision-maker identified
• Action items tracked
• Follow-up ensured

Remember: Great virtual meeting etiquette becomes invisible—it’s the absence of friction that allows creativity and collaboration to flow naturally.