When They Don’t Show Up: The Right Way to Handle Zoom No-Shows in the Workplace

In the age of remote and hybrid work, Zoom calls – or MS Teams, Google Meet, etc. - have become the standard for meetings—whether it’s a one-on-one catch-up, a cross-functional project sync, or a high-stakes sales conversation. But what happens when the other party simply doesn’t show up?

Whether it’s a colleague, client, or prospect, a no-show can feel frustrating, awkward, and time-wasting. How you respond, however, can either maintain the professional relationship—or erode it.

Here’s how to handle Zoom no-shows with professionalism and tact.

1. Wait the Right Amount of Time

A five-minute delay is forgivable; unexpected interruptions happen. After 10 minutes, however, it’s safe to assume the meeting may not happen.

Here’s a good rule of thumb:

• Wait 5–7 minutes if it’s an internal meeting or recurring call.

• Wait 10 minutes for external meetings, especially if it’s a first-time conversation or involves a senior stakeholder.

While you wait, avoid sitting idly. Use the time to prepare notes, scan emails, or complete a small task—just keep your camera and mic ready in case they join late.

2. Check for Last-Minute Messages

Before assuming a no-show, check your email and calendar notifications. It’s possible the person tried to reschedule or is stuck in another call. This is especially common among senior leaders and sales prospects.

Slack, Teams, or email may hold the explanation you need. Always verify before reacting.

3. Send a Professional Follow-Up Note

Assuming there’s been no communication and the meeting time has passed, send a short, polite email. Keep it light, and give the benefit of the doubt:

Subject: Missed Our Meeting – Let’s Reschedule

Hi [Name],

I noticed you weren’t able to join our Zoom call today. I hope everything is okay on your end. Would you like to reschedule for later this week?

Let me know what time works best. Looking forward to connecting.

Best,
[Your Name]

Avoid passive-aggressive language like “I waited on Zoom for 15 minutes” or “You missed our meeting”—these create defensiveness rather than a path forward.

4. Don’t Call Immediately—Unless It’s Time-Sensitive

For most professional settings, an unscheduled phone call can feel intrusive. The exception is when the meeting is time-sensitive or tied to a deadline—say, a project review or a contract discussion. Even then, consider sending a quick text or Slack message before dialing.

For example:

“Hey [Name], just wanted to check in—were you still planning to join our Zoom?”

This keeps the tone neutral while prompting a response.

5. Be Mindful of Repeat Offenders

If someone repeatedly misses meetings without notice, it’s fair to address it. Bring it up tactfully in your next conversation:

“I noticed we've had a few missed meetings recently—should we rethink the timing or format to make it easier?”

This opens the door to realignment without casting blame.

No-shows happen. People get busy, stuck in another call, distracted, or double-booked. But how you handle them reveals your professionalism. Waiting patiently, following up gracefully, and being open to rescheduling keeps relationships intact—and your reputation intact too.