Running a virtual meeting demands a different playbook than in-person gatherings. The lack of shared space changes how we read the room, how we manage energy, and how we invite participation. What works around a table doesn鈥檛 always translate to a screen 鈥� which is why virtual meetings need their own set of ground rules.
How to Set the Right Ground Rules for Your Virtual Meetings
When people join online you need more guidance to keep the session productive. Virtual meetings tend to suffer from 鈥渉idden disengagement鈥� 鈥� people are logged in but tuned out.
Before you agree on the rules themselves, take a moment to tailor them to your group鈥檚 specific context and needs:
- Digital Tools: Clarify which features you鈥檒l use (breakout rooms, polls, hand-raise) and confirm everyone鈥檚 run a quick tech check.
- Camera & Mic: Clarify expectations around video on/off, muting when not speaking, and when to use chat vs. voice to minimize disruptions.鈥�
- Engagement Formats: Decide how you鈥檒l encourage active contribution鈥攚ill you call on people by name, use a round-robin check-in, or rely on reaction emojis?鈥�
- Agenda Discipline: Virtual sessions benefit from tighter timeboxing鈥攂uild in short breaks, clear transitions between topics, and signals for when it鈥檚 time to move on.
[.box-highlight] Tip: For the full facilitator鈥檚 framework on how to introduce, co-create, and commit to ground rules鈥攁long with scripts and a ready-to-use template鈥攕ee our cornerstone guide: What Are Ground Rules? [.box-highlight]
With these considerations in place, you鈥檙e ready to introduce a focused set of ground rules. Below are 6 essential ground rules you can introduce (or co-create) to make your virtual meetings more focused, inclusive, and natural.
"Everyone participates, no one dominates"
There are always a mix of extrovert and introverted people in a meeting. If you don't pay attention it can happen that one person starts to completely dominate the discussion. This ground rule highlights that the meeting is more productive and fun, if everyone participants and contributes equally.
E.L.M.O
E.L.M.O stands for "Enough, let's move on" and can be established as a meeting rule to cut unnecessary discussions. Once stated, anyone in the meeting can say "ELMO!" at any time to indicate that it is time to move on to the next topic.
"Share the air"
This ground rule strengthens the importance of being inclusive and making space for other 鈥� often quiet and hesitant 鈥� participants. It's everyone's responsibility, to find ways that everyone can contribute their ideas and thoughts to the meeting.
The 3-before-me Rule
The "The 3-before-me Rule" says that everyone should wait until 3 other people have spoken, or 3 minutes have passed before speaking again. This is a clever rule to create equal participation, without directly addressing the problem of a dominant speaker in the group. Based on the size of the group, this can also be adjusted to the 2x2 or even 4x4 Rule.
"Be the crew, not the passenger"
In general, meetings are better if more people participate and take responsibility for discussions and decisions. "Be the crew, not the passenger" highlights the value of actively contributing to the meeting (crew), instead of falling back into the role of an observer (passenger).
Parking lot
Parking Lot is a place, where participants can park off-topic ideas, questions, or comments for a later time. Establishing this as a ground rule highlights that participants can suggest on their own when to place something on the parking lot in order to keep the meeting on track and on time.
Final Thoughts
Virtual meetings aren鈥檛 just 鈥渙nline versions鈥� of in-person sessions鈥攖hey come with their own quirks, distractions, and engagement pitfalls. Investing a few minutes up front to co-create and commit to rules around technology, participation, and etiquette pays dividends in focus, inclusion, and energy. Try these ground rules in your next virtual session鈥攌eep them visible, revisit them as needed, and watch your online gatherings transform from fragmented check-ins into truly collaborative experiences.