--- title: How to Gracefully Handle Late Attendees and Virtual Meeting No-Shows description: Late attendees? Struggling to decide when to wait and when to drop? Check out our useful guide to virtual meeting etiquette (including helpful example emails). image: https://knowledge.kronologic.ai/hubfs/Screen%20Shot%202020-11-09%20at%203.15.00%20PM.png --- [![Kronologic](https://knowledge.kronologic.ai/hs-fs/hubfs/KRONOLOGIC%20LOGO%20FULL%20COLOR-1.png?width=4931&height=537&name=KRONOLOGIC%20LOGO%20FULL%20COLOR-1.png "Kronologic")](https://www.kronologic.ai) - [Kronologic Home](https://www.kronologic.com) All tags - [All tags](https://knowledge.kronologic.ai/) - [Product](https://knowledge.kronologic.ai/tag/product) - [Sales and Customer Success](https://knowledge.kronologic.ai/tag/sales-and-customer-success) - [Channel](https://knowledge.kronologic.ai/tag/channel) - [Academy](https://knowledge.kronologic.ai/tag/academy) - [Inbound-Leads](https://knowledge.kronologic.ai/tag/inbound-leads) - [Support](https://knowledge.kronologic.ai/tag/support) - [Featured](https://knowledge.kronologic.ai/tag/featured) - [Meeting Type](https://knowledge.kronologic.ai/tag/meeting-type) Latest Posts - [Latest Posts](https://knowledge.kronologic.ai/) - [Oldest Posts](https://www.kronologic.ai/oldest-posts) - [Popular Posts](https://www.kronologic.ai/popular-posts) [Sales and Customer Success](https://knowledge.kronologic.ai/tag/sales-and-customer-success) | read # How to Gracefully Handle Late Attendees and Virtual Meeting No-Shows Written by [![Trey Allison](https://knowledge.kronologic.ai/hubfs/IMG_0560.jpeg) Trey Allison](https://knowledge.kronologic.ai/author/trey-allison) - [mailto:?subject=I%20wanted%20you%20to%20see%20this%20site&body=Check%20out%20this%20site%20https://knowledge.kronologic.ai/virtual-meeting-etiquette-how-to-gracefully-handle-late-attendees-and-no-shows](mailto:?subject=I%20wanted%20you%20to%20see%20this%20site&body=Check%20out%20this%20site%20https://knowledge.kronologic.ai/virtual-meeting-etiquette-how-to-gracefully-handle-late-attendees-and-no-shows) - ![Screen Shot 2020-11-09 at 3.09.25 PM](https://knowledge.kronologic.ai/hs-fs/hubfs/Screen%20Shot%202020-11-09%20at%203.09.25%20PM.png?width=770&name=Screen%20Shot%202020-11-09%20at%203.09.25%20PM.png) We’ve all been there. You finally land a meeting with a current or prospective customer you’ve been trying to connect with for weeks. You send a meeting request, and, luckily, they accept. Then, when the meeting time arrives, you open your preferred video conferencing software, launch your meeting, and wait for your attendee(s) to join.  And you wait. And wait. And wait. Several minutes pass, and still, no one shows up. You check your email, but you haven’t received any messages. So you wait a little longer. 
But then what? You’ve got a to-do list a mile long, and you certainly can’t wait all day. Should you send an email or text message? Should you end the meeting and ask them to reschedule?

 While video calls have become a norm in business operations, we’re all still struggling to agree on virtual meeting etiquette — specifically when it comes to tardiness and no-shows. 
 To help, I’ve prepared a useful guide (including a few sample emails): ## How to Respond to Late Attendees and No-Shows   # The No-Show Timeline # | # 2 Minutes: “Hey, I’m in the meeting.” 
In a perfect world, all of your meetings attendees would be highly punctual and already waiting as soon as you launch the call. But just because a meeting is virtual doesn’t mean people won’t still run into distractions and hang-ups on their way to the call. Maybe they’re rushing to find a quiet space to take the call, or perhaps they’re finishing up another meeting. 

Whatever the case, once you hit the two-minute mark, it’s a good idea to start typing up a message. | ``` 
Subject Are we still on for 2 PM?

Hi Jack,

I’m on the Zoom: www.zoomlink.com/me. Is this still a good time for you?-Rose

 ``` | | --- | # |  3 minutes: Send It 
If you’ve reached the end of the email and your attendee still hasn’t joined, go ahead and send it. If the meeting has slipped their mind or they’ve become engrossed in another task, the email alert might jog their memory.
 # | # 5 Minutes: A Little Me Time After sending the email, mute your mic, and feel free to engage in a little busywork or anything you can quickly put down if your attendee enters the meeting. 

Check your email, water your desk plant, or text your mom (she probably misses you). But whatever you do, be sure you keep your video call window in view. The last thing you want is to delay your call further while your attendees sit in the waiting room. # | # 7 minutes: Drop 
If you’ve reached the seven-minute mark and your attendee still hasn’t joined the call, you have a choice to make: drop, or wait another few minutes. Seven minutes may seem rash, but, for a virtual call, it’s plenty of grace time.

That said, if it’s an especially important call, a high-value meeting, or you have a little time to kill, you may want to give attendees a few more moments.

Either way, at the seven-minute mark, you should start typing up your reschedule request email and send it immediately after you’ve ended the meeting. | ``` Subject: Reschedule for Tuesday at 2pm?
Hi Jack,

I had to drop. How does next Tuesday at 2pm work for a reschedule? I updated the invite, let me know if that works for you. - 

Rose
 ``` | | --- |   ## How to Handle Tardiness on Multi-Attendee Calls If you’ve invited multiple people to the call, but one or more people are running late, it can be challenging to decide how long to wait and when to proceed without them.

 Here are a few things to consider

: ****• Is the late individual a primary decision-maker?**** If the person running late is your primary contact on an account or they’re the individual at the company who will ultimately determine whether or not you win or retain the account, then wait as long as you can. Feel free to make a little small talk or ask some relevant preliminary questions the other attendees could address without the key decision-maker present. If not, you can likely get started without them, and they’ll catch up once they arrive.

In either case, send an email at the five-minute mark and CC the other attendees. | ``` 
Hi Jack,

We’re on the call. You can join us here: [LINK TO MEETING]

Thanks!

Rose


 ``` | | --- |   ****• How long is the call?
**** When it comes to virtual meeting etiquette, the polite waiting period depends on the length of the scheduled meeting. Consider applying the “late professor” rule (i.e., waiting one-third of the overall scheduled time.) For example, wait up to 10 minutes for a 30-minute call or 15 minutes for a 60-minute call. If you’re on a multi-person call and the attendee you need still hasn’t arrived by this point, you can opt to launch into the more vital content or reconvene at another time.


   ****• What do the fellow attendees have to say?
**** After you’ve reached the five-minute mark, feel free to ask the other attendees what they think. “Do you know if Jack is still planning to join today? Should we go ahead and jump in, or should we give him a few more minutes?” In most cases, they’ll have at least some insight into the late attendees schedule and habits and can let you know the likelihood that they’ll join.
 Just as with in-person meetings, it’s crucial you handle virtual meetings with the utmost professionalism and consideration for your attendees’ time as well as your own. Jumping off a call too quickly can give the impression that you’re inflexible and uncompromising, but waiting too long can waste precious time better spent elsewhere.  By following the above timeline and tips, you can achieve a delicate balance and increase your chances of rescheduling those valuable calls. *Ready to land more virtual meetings and fill your sales pipeline?* [![Request a Demo Now](https://hubspot-no-cache-na2-prod.s3.amazonaws.com/cta/default/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae.png)](https://hubspot-cta-redirect-na2-prod.s3.amazonaws.com/cta/redirect/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae)   Originally published Nov 5, 2020, 2:21:16 PM, updated Topics: [Sales and Customer Success](https://knowledge.kronologic.ai/tag/sales-and-customer-success) ## Don't forget to share this post! - - - [mailto:?subject=I%20wanted%20you%20to%20see%20this%20site&body=Check%20out%20this%20site%20https://knowledge.kronologic.ai/virtual-meeting-etiquette-how-to-gracefully-handle-late-attendees-and-no-shows](mailto:?subject=I%20wanted%20you%20to%20see%20this%20site&body=Check%20out%20this%20site%20https://knowledge.kronologic.ai/virtual-meeting-etiquette-how-to-gracefully-handle-late-attendees-and-no-shows) - - ![Trey Allison](https://knowledge.kronologic.ai/hubfs/IMG_0560.jpeg) ### Written by [Trey Allison](https://knowledge.kronologic.ai/author/trey-allison) Trey grew up in Marfa, TX playing with airplanes and minimalism. He attended both UT Austin and Texas A&M, where he founded a fraternity, established a campus newspaper, launched a 3D printing lab — and changed majors often. He graduated with a Bachelor's degree, a couple of minors, completed pre-med requirements, and a nuclear reactor operator’s license. Trey jumped into Fortune 500 Tech and traveled the country for four years as an enterprise VMware consultant before co-founding Kronologic with Ben Parker. After bootstrapping their way to revenue, they met fellow co-founders Chris Lee and Aaron Bollinger, grew their customer base, raised additional funding, hired top talent, hustled, hustled more (and repeat). Trey is now having the time of his life. - Knowledge Base - [Product Videos](https://vimeo.com/showcase/9239396) - [Tourial Product Demo](https://kronologic.tourial.com/60913395475f590017f8aefc) - Integrations - Legal ## Related Articles [![](https://knowledge.kronologic.ai/hubfs/candyfromstrangers.jpg)](https://knowledge.kronologic.ai/dont-take-candy-or-invites-from-strangers) ## [Don’t Take Candy or Cold Invites from Strangers](https://knowledge.kronologic.ai/dont-take-candy-or-invites-from-strangers) With the progression of today’s marketing and sales technology, having sales reaching out to a cold list should be a thing of the past. If there has been no awareness, intent, or engagement between a prospect and your company, you’ll want to start there. Marketing should be filling this gap for sales.  So when we hear people say, I would NEVER accept a meeting invite that was just sent to me out of the blue–good! “Stranger Danger” is real. I’ll bet that invite also has no context, a generic subject line, and no agenda… Double Stranger Danger! However, sending a tailored and timely calendar invite *is* a more frictionless experience for: - Demo request/Contact us/Free trial - Qualified lead (MQL) triggers an inbound action - Renewals & QBRs  - Highly engaged target account browsing your high value webpages - High-intent campaign: booth scan, webinar attendee, PLG engagement, case study download [Here’s an easy to follow blueprint from TOPO/Gartner’s 2021 Sales Kickoff Summit.](https://knowledge.kronologic.ai/hubfs/Gartner_TOPO-Sales-Marketing-Summit_Kronologic.pdf) For the lead sources listed above, the traditional method of lead chasing with 15 step 14 day sales activity sequences don’t scale and don’t convert nearly enough pipeline.  Lead chasing these high value leads also cause two key issues for your potential buyers: Issue 1: Buyers have to sit back and wait for an SDR to randomly catch them on the phone or in the email.  Issue 2: **Using calendar comparison tools during lead chasing leaves all the work on the buyer!** 1. Open the reps calendar 2. Open your calendar 3. You (Executive buyer) is required to find a time that *works for the rep* 4. Select a meeting type from a list of options the rep sets up 5. Fill out a form, with a description of what to discuss (even though you were emailed the link)   If our potential buyers (typically Directors/VPs/CSuites) are willing to follow this process to book a call with a seller (many times an SDR), sales and marketing would be a whole lot easier than it actually is. Can you imagine how amazing it would be? Step 1: send email Step 2: wait for potential buyer to book a meeting around your schedule So remember what our parents told us. Don’t accept cold invites from strangers! [![](https://knowledge.kronologic.ai/hubfs/Calendar%20first%20sales%20engagement.jpg)](https://knowledge.kronologic.ai/use-the-calendar-first-sales-engagement-approach-to-make-2021-your-highest-revenue-year-yet) ## [How to Use the Calendar-First Sales Engagement Approach to Rake in Revenue in 2021](https://knowledge.kronologic.ai/use-the-calendar-first-sales-engagement-approach-to-make-2021-your-highest-revenue-year-yet) ![Calendar first sales engagement](https://knowledge.kronologic.ai/hs-fs/hubfs/Calendar%20first%20sales%20engagement.jpg?width=1500&name=Calendar%20first%20sales%20engagement.jpg) What happens when someone attends a virtual event, downloads a piece of low-funnel content, or requests a demo? If your revenue organization is like most, they qualify the lead and, if it passes muster, assign it to you or one of your colleagues. Then, it’s on you to reach out to set up a time to chat.  And thus begins a painfully slow and frustrating dance we like to call “the infinite back-and-forth email nightmare.” If you’re lucky, the contact is highly responsive and immediately shares their availability. Or, if you use a passive scheduler, perhaps they’re proactive enough to choose a time. But, in most cases, it’s a much more arduous process that demands several emails, polite reminders, and tedious time zone math. And the further you get from the moment the lead came in, the colder it becomes. But what if you didn’t have to play hours of email ping-pong to land a meeting with a hot lead? What if you start with calendaring the meeting? This is what we like to call the [calendar-first sales engagement approach](https://www.kronologic.ai/calendarfirst).   ## What is the Calendar-First Approach? The calendar-first approach is a strategy in which you send your lead a calendar invite first, rather than asking for their availability or putting the onus on your contact to choose a time from your availability. I know what you’re thinking: “Isn’t that a little presumptuous?” 

 Sure, the calendar-first approach is undoubtedly bold, but it’s also efficient and highly effective. Remember, your lead took an action that suggested they’re interested in your offering, and your organization qualified them as ready for sales engagement. They’re expecting you to do something. You’re merely eliminating a few unnecessary steps and saving their precious time (as well as your own). 

 Bottom line: If you’re comfortable asking for a meeting but not ready to put a meeting on the calendar, should you be asking for their time at all? Instead of asking your lead to sit down, review their calendar for openings and respond to you with their availability, you boil the process down to a simple choice: Accept, decline, or suggest a different time.

Of course, it’s crucial you handle the calendar-first approach with grace.  ## How to Use the Calendar-First Approach to Land a Ton of Meetings The calendar-first approach works. (Seriously, we have the data to prove it). But only when it’s done right. There are a few steps you need to take to make sure you’re increasing your chance of earning a response: Step one: Put together your calendar invite and be sure to include a thorough agenda. (Psst: Here’s everything you need to know to [put together the perfect meeting invit](https://knowledge.kronologic.ai/the-ultimate-guide-to-best-performing-meeting-invites)e.)

 It’s essential you fully communicate your value in your invite. What can your contact expect to learn or get out of your time together? The clearer the value, the more likely you are to earn a response. Step two: Compose a straightforward and concise email to let the contact know the calendar invite is in their inbox, and allow them to suggest a different time or ask additional questions.

 *Hi Abdul,* *How does 12/15 at 10 a.m. work for your demo?* *I’m really excited for you to see our software in action.* *I sent you an invite and included a brief agenda as a starting point. I’m happy to make adjustments – just let me know!* *Thanks!* *Beatriz* Step three: Send your invite and email. The beauty of this approach is that it allows you to skip the initial round of irrelevant introductory greeting emails, helps get a meeting on the books faster, and reduces the chances of your email falling into a black hole. By taking action and simplifying the decision-making process for your contact, you’re streamlining the entire experience. 

 If the contact chooses to accept, they don’t need to do anything else. If they decline without comment or ignore you altogether, then you might choose to follow-up. And if they suggest another meeting time, you can accept it, or, if it doesn’t work for you, respond with another option. No matter what, you’re getting the ball rolling. At first, using the calendar-first sales engagement approach may feel odd. After all, most sales pros have grown accustomed to sending multiple emails before scheduling a meeting. But remember, by taking this approach, you’re doing your prospect a favor. By boiling down the entire back-and-forth to a single click, you’re helping them get value faster — and you’re eliminating headaches for yourself, too. Want to save even more time? Automate your calendar-first approach with Kronologic. Schedule your demo to learn how: [![Request a Demo Now](https://hubspot-no-cache-na2-prod.s3.amazonaws.com/cta/default/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae.png)](https://hubspot-cta-redirect-na2-prod.s3.amazonaws.com/cta/redirect/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae) [![](https://knowledge.kronologic.ai/hubfs/SDR%20Manager.jpg)](https://knowledge.kronologic.ai/how-a-sales-development-leader-drove-his-team-to-99-goal-attainment-despite-covid-and-layoffs) ## [How a Sales Development Leader Drove His Team to 99% Goal Attainment Despite COVID and Layoffs](https://knowledge.kronologic.ai/how-a-sales-development-leader-drove-his-team-to-99-goal-attainment-despite-covid-and-layoffs) ![SDR Manager](https://knowledge.kronologic.ai/hs-fs/hubfs/SDR%20Manager.jpg?width=1500&name=SDR%20Manager.jpg) No matter your industry or role, 2020 has been a turbulent year rife with new and unexpected challenges. But for sales development leaders, who rely on team cohesion and a motivated workforce to meet ambitious revenue targets, it’s been especially difficult. 
Like many leaders over the past several months, Informatica Sales Development Group Manager [JC Otero](https://www.linkedin.com/in/juancarlosotero/) guided his newly remote workforce through corporate restructuring and layoffs, evolving customer expectations, and other transitions against the backdrop of an unrelenting pandemic.

 But, in a time when you’d expect morale to fall to an all-time low, JC’s team beat their previous records and pulled off their best quarter ever. We sat down with JC (virtually, of course) to learn how they accomplished this feat and what advice he has for other leaders facing similar obstacles. ![JC Otero](https://knowledge.kronologic.ai/hs-fs/hubfs/JC%20headshot.png?width=300&name=JC%20headshot.png)Kronologic: Tell me a little bit about your role and your team.

 JC: [Informatica](https://www.informatica.com/) is a global company, and we have a pretty large sales organization of about 1100 people. I started in March 2018 as an individual contributor — first in enterprise and then strategic accounts — and helped grow our inside sales team.   Last summer, I was promoted to sales development manager and tasked with building the sales development department from scratch. We quickly onboarded 26 sales development reps, and, for many, this was their first job out of college. These new sales pros needed a significant amount of training to prepare them for prospecting in our complex market. My goal has always been to make them the best hunters of all time. Kronologic: Like many sales leaders this year, you’ve grappled with layoffs, turnover, and losing top performers to opportunities inside and outside your organization. What did this look like for your team? JC: Like most companies, we started working from home in mid-March. That came with some challenges, but we still ended Q1 as our best quarter, then topped it in Q2. Then, at the beginning of Q3, in mid-July, our executive leadership announced a reorganization. We had to let several reps go, which was a pretty big shock to everyone. Not only was this the first time many of these reps had experienced corporate layoffs, but, even as a nascent team, every quarter was our best quarter. We were very successful, yet we had to let go of a large portion of our team — including reps who hit 100% their previous quarter. People were understandably confused. Luckily our CEO did a good job of communicating the “why” behind the reorg, but it was still a tough time.  Kronologic: What sorts of challenges did the layoffs and restructuring cause, and how did you address them? JC: What we do is not a transactional sale; it’s a very complex sale. So, it takes a lot of time, energy, and other resources to develop our reps, especially those who don’t have as much sales or data management experience. Losing these reps after all our hard work was, of course, disheartening. But my primary goal has always been to make them the most badass sales hunters, even if they leave and go elsewhere. It was important to make good on that promise, both for the reps we had to let go and as an example for the reps still on the team. So, I gave referrals, helped people get interviews, and held mock interviews, and within two or three months, almost all the reps we let go found new jobs.  Also, amidst all this, we changed the segment we supported, which poses its own challenges. That meant the SDR team had to get to know a whole new group of reps and quickly putting together new go-to-market plans. So that took a lot of encouragement. I just reminded them this was our moment to shine — to prove we were masters of the hunt. The team accepted the challenge and each new quarter we’re pushing ourselves to new heights. Additionally, because it was many of my reps’ first time experiencing corporate layoffs, they were concerned about the uncertainty. A lot of them were thinking, “I’m working from home, and there are massive layoffs — what am I going to do?” So, one of my biggest challenges was shifting the mindset. 

Luckily, I’ve been through this at previous companies and in different economic cycles, and I know transparency is critical in those moments. I didn’t want to brush things under the rug, so I held a town hall with the team to clear the air and address any fear or concerns. Then, we got to work re-transforming ourselves.

 Kronologic: The layoffs happened at the beginning of Q3, yet it was still your best quarter to date. To what do you attribute that success? JC: I’ve spent most of my career as a rep, so I understand what they’re going through. And I try to be the leader that I would want to lead me in times like these. Those crucial conversations make a big difference — we are all living in this new normal, and the reps needed to understand leadership wasn’t making these decisions lightly. We couldn’t focus on things solely from an individual perspective. We had to move forward as a team.

 And because we did, we hit 99% as an SDR team in Q3 for our first time ever. We also had our first promotion – a rep was just promoted to an inside sales position. One of our team sayings is, “We always have to be ready, so we don’t have to get ready,” and it’s a mindset I’ve been working to instill since long before the pandemic. So when COVID-19 came around, that was our test and we aced it as a team. In other words, I think a lot of our success is because of the culture we put in place beforehand.

 Kronologic: What advice do you have for other sales leaders experiencing similar challenges? JC: First, culture is everything. Since March, we’ve experimented with all sorts of things to drive team cohesion. We do morning or afternoon huddles, mid-day coffee breaks, virtual team happy hours, and hold monthly competitions. We play games not only to have fun but to allow everyone to bond and get to know each other better. This fosters a sense of support where people want to help each other succeed by sharing best practices.

 Second, keep in mind that attitudes are contagious, and mindset is everything. Your biggest enemy is the voice inside your head. As sales leaders, our responsibility is to our reps, and I need to remind them that we’re in a good position right now. Despite the uncertainty, there are a lot of opportunities out there for all of us. I coach my reps to network and meet with inside sales managers as much as possible. I remind them that the better they do now, the more likely they’ll be top of mind the next time there’s an opportunity to move up. Third, as a leader, it’s crucial you’re being as proactive as possible — like working with marketing and product groups on targeted campaigns that focus on specific solutions. And look for new opportunities for your team, like [new technologies that help solve challenges](https://www.kronologic.ai/sales-development-leaders) you’re facing today so you can be that much better tomorrow.

 Finally, remember all we can control is how we spend our time and there is always room for 1% improvement. ***Want to grow your pipeline without growing your sales development team headcount? Schedule your demo now.*** [![Request a Demo Now](https://hubspot-no-cache-na2-prod.s3.amazonaws.com/cta/default/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae.png)](https://hubspot-cta-redirect-na2-prod.s3.amazonaws.com/cta/redirect/4385110/ba381aa0-e554-4b05-9222-3d25ef3610ae)  © 2022 Kronologic Inc.  |   Austin, TX    |    [Support](https://academy.kronologic.ai)    [Terms](https://www.kronologic.ai/terms)    [Trust](https://www.kronologic.ai/trust)    [Privacy](https://www.kronologic.ai/data)