We’ve all been there. 

You arrange a Zoom meeting, prepare your notes, double-check you don’t have any food in your teeth, make sure your background looks professional, log in to the system, and then…

Nothing. 

The other person isn’t there. So, you wait. Five minutes. Ten minutes. But still, nothing.

You try to be patient, but eventually, you start to get pretty annoyed. After a while, a little voice in your head tells you to send a snarky message like, “I’m here. Where are you?” or “You joining?” 

A message like that will probably feel really good in the moment, but it won’t achieve anything. It is only likely to upset the other person or make them get defensive.

If you want to get the other person on the call without causing any unnecessary drama, consider sending a polite note instead. Something like:

Hi Sandra!

I’m on the Zoom call, just checking if now is still a good time?

Best,
Emily

–--------------------------------------------------------------------------------------------

Hi Janet!

I’m on the Zoom call. I’m sending the link here in case there were any issues getting in.

[link]

Best,
Emily

–--------------------------------------------------------------------------------------------

Hi Alex,

Hope you’re well.

Someone mentioned they had issues with Zoom earlier, so I’m just sending the direct link in case you run into the same thing.

[link]

Look forward to chatting soon.

Best,
Emily

These types of messages remind the other person about your meeting without accusing them of being unprofessional. They give them the benefit of the doubt.

But when should you hit send on your note? 

If you email the other person too early, you look a little impatient. If you leave it too late, you may not have time to discuss everything before your next meeting starts.

I generally wait about 5 or 10 minutes before sending the message. However, this timeline may change, depending on factors such as:

• Your history with the other person (i.e this person is always on time and I now fear something bad has happened or a notorious tardy attendee) 

• The length of the meeting (i.e. if it’s a 30-min, 60-min, 90-min meeting)

• Whether the meeting is internal or client-facing (i.e. with team members, you can look at someone’s calendar or shoot them a Slack message)

• The importance of the meeting (i.e. mission critical or it can wait)

• When the meeting was scheduled (i.e. was it scheduled 2 weeks ago or 10 min ago)
  

Remember, we're all busy, so give people the benefit of the doubt as often as you can. But don't be afraid to keep them professionally accountable when necessary. Your time is valuable and deserves to be respected.

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About The Author

Emily Sander is an ICF-certified leadership coach with more than 15 years of experience in the business world and the author of Hacking Executive Leadership. She’s been featured in several print publications, online articles, and podcasts, including CEO Today Magazine, Leading to Fulfillment, and Leadership Powered by Common Sense. 

Emily has a passion for helping business leaders reach their full potential. Go here to read her story from seasoned executive to knowledgeable coach. If you want to send Emily a quick message, then visit her contact page here.