To be honest, it’s just getting on my nerves: it has become an absolute matter of course that at the beginning of every conference call, there’s a five-minute wait to see if any more people deign to dial in.

I couldn’t help but think of a quote by Horst Lichter (from the German talk show Riverboat) that hits the nail on the head:

“You have irretrievably stolen 20 minutes from my finite life that I could not spend in a self-determined way. That really stuck with me for the rest of my life, so that no matter when, no matter where, I’m always early, because I can determine my own time, but I don’t want to steal other people’s.”

To finally end this madness in everyday working life, I’ve come up with a few personal rules. Starting with what is often called “Japanese punctuality” – a philosophy we should urgently adopt:

Start of heading level 2: ## My Rules for Better Conference Calls End of heading.

Start of heading level 3: ### Rule 1: 10:00 means 10:00 – not “I’m starting to look for the link now” End of heading.

If a meeting is scheduled for 10:00, it means in Japan (and in my ideal world) that the actual content work starts at exactly 10:00. This requires that you don’t start looking for the dial-in link at 10:00 and 30 seconds, only to find that the headset isn’t connected or that Teams wants to install a critical update.

Punctuality means being ready when the clock strikes. It’s a form of professionalism to do the tech check and the dial-in early enough to be present at the start. Anyone who clicks the link at 10:00 sharp is actually already late – because they are stealing the time from everyone else who has to wait for their personal “setup time.”

Start of heading level 3: ### Rule 2: Greet first, then silence (and mute) End of heading.

As soon as you’ve dialed in, a brief “hello” introduction is naturally good manners – provided the framework and group size allow it. But immediately after that, the first move should be to the mute button.

There’s hardly anything more disruptive in a conference call than the rhythmic clattering of a mechanical keyboard, heavy breathing directly into the microphone, or the siren of an ambulance passing by the home office. Discipline in the conference also means acoustic discipline. Anyone who only opens their microphone when they really have something to contribute shows respect for the concentration of all other participants. Background noise is not just annoying; it’s an avoidable disruptive factor that undermines the efficiency of the entire meeting.

Start of heading level 3: ### Rule 3: Video with care – bandwidth is a precious resource End of heading.

Another point that is often underestimated: the webcam. In times of “video-first” cultures, it may sound old-fashioned, but I plead for an economical use of the camera. It makes the most sense if primarily the person currently speaking transmits their video.

This has nothing to do with being camera-shy, but simply with technical respect. Every video signal consumes bandwidth – for all participants. No matter how “thick” your own line at home or in the office is, you never know under what conditions your colleagues are participating (perhaps via an unstable mobile hotspot on a train or in a region with poor network coverage). By limiting the flood of video, we ensure that the audio quality remains stable and the conference runs smoothly for everyone. This is also a form of appreciation: not unnecessarily straining the technical resources of the person opposite.

Start of heading level 3: ### Rule 4: Audio quality is not a luxury, but empathy End of heading.

Anyone who regularly takes part in digital meetings should invest in decent hardware. A good microphone is not just a technical gimmick, but a sign of respect and empathy towards the listeners.

There’s little more exhausting than listening to a tinny, choppy, or noisy voice for 60 minutes that sounds like it’s coming from a tin can in a tunnel. Every “Excuse me?”, “Can you repeat that?” or “What did you say?” not only costs time but also robs all participants of a massive amount of concentration. Anyone who ensures that they can be understood clearly and distinctly minimizes the cognitive load on their colleagues. You save them the energy they would otherwise have to spend laboriously filtering the words out of the noise. Good audio hardware is an investment in the time and nerves of all participants.

Start of heading level 3: ### Rule 5: Visual calm – backgrounds and profile pictures End of heading.

Not only the acoustics but also the visuals play a role in concentration. Anyone using their webcam should ensure a calm, non-distracting background. Blurred motifs or simple, professional backgrounds are the best choice here. A cluttered shelf in the background or family members walking through the picture automatically draw attention away from what is being said.

The same applies to profile pictures: these should have a scope barely larger than a classic passport photo. A clear, calm portrait helps the other participants to assign the voice to a face without being distracted by too many details or restless surroundings in the small preview image. This is also an aspect of “visual discipline”: we reduce unnecessary input for our colleagues to the essentials.

Start of heading level 3: ### Rule 6: The “Raise Hand” function – discipline in large groups End of heading.

Especially in larger groups or during heated discussions, the “raise hand” function is not a nice extra but should be an absolute requirement. Anyone who just starts talking risks not only interrupting others but often creates an acoustic chaos in which nobody is understood in the end.

Waiting patiently until called upon by the moderator or the speaking person is a sign of professionalism. It ensures a structured conversation culture in which every contribution gets the space it deserves – without degenerating into a digital “whoever screams the loudest is heard.” This also saves time in the end because fewer sentences have to be said twice or at the same time.

Start of heading level 3: ### Rule 7: Mandatory Agenda – No goal without a roadmap End of heading.

A point concerning preparation: in my view, a clear agenda is an absolute requirement for every conference call. This starts with the title: a meaningful subject line helps all participants to mentally prepare for the topic.

Receiving an appointment that only contains a cryptic short title and the dial-in data is, in my opinion, simply unacceptable. All participants should know in advance which points will be discussed so that they can prepare. There is also a duty to cooperate here: anyone who has additions or changes to the agenda should report them promptly – and the creator must incorporate them.

Even in small 1:1 rounds, a short roadmap is helpful to avoid getting sidetracked. Without an agenda, a meeting quickly turns into a coffee klatch at the expense of working time. Only those who know the goal can take the direct route there.

Start of heading level 2: ## Conclusion: Time is Life End of heading.

At the end of the day, all these rules are not about mere etiquette or pedantic order. It’s about respect. When we are on time, have our technology under control, and approach meetings in a structured way, we signal to our colleagues: “I value your time. I know that you have other tasks and a life outside of this screen.”

The quote from Horst Lichter may sound harsh at first, but it hits the heart of the matter. Every minute we spend silently in a waiting loop or lose through technical inadequacies is irretrievably gone. It’s time we can’t use for productive work and that we might miss at the end of the day to finish on time.

Let’s stop viewing other people’s time as an infinite resource that we can dispose of freely. Punctuality and digital discipline are the simplest ways to show appreciation in everyday working life. Let’s just start tomorrow – preferably five minutes before the actual appointment.