Video meetings are now a normal part of legal practice. Client consultations, internal case conferences, vendor calls, CLE programs—law offices handle a surprising amount of business through a webcam and a microphone.
The technology generally works. The meetings are usually productive. But after a while, every law office manager begins to notice a familiar cast of characters who seem to appear on almost every video call.
If you’ve been running the administrative side of a law practice for any length of time, you’ve probably met a few of these personalities.
The Late Entrance
The meeting has begun. Everyone is discussing the first agenda item. Then suddenly—ding—a participant joins the call.
They often arrive mid-discussion and say the same thing every time:
“Sorry I’m late…what did I miss?”
In a law office setting, where schedules are already packed with hearings, filings, and client calls, the best response is simple and efficient: “We’re reviewing the first item now. We’ll send a quick recap afterward.”
It keeps the meeting moving and prevents a five-minute replay of the first five minutes.
The Mute Button Mystery
You see them speaking. Their lips are clearly moving. Their point may be brilliant.
But no one can hear a word.
Eventually someone says the universal phrase of modern meetings:
“You’re on mute.”
Veteran meeting hosts solve this quickly—“We can hear you now, please go ahead”—and move on before the moment turns into a group tech lesson.
The Interrupting Litigator
Some participants treat a Zoom meeting the way they treat a lively courtroom exchange—jumping in the moment a thought occurs. On video calls, however, two people speaking at once usually means no one can be heard.
This is where a calm moderator becomes essential. A quick line such as “Let’s let Maria finish and then we’ll come to you” restores order and keeps the discussion productive.
The Off-Topic Strategist
Legal professionals are trained to think broadly about problems. Sometimes that instinct leads a conversation far beyond the meeting’s original purpose.
A discussion about scheduling depositions suddenly turns into a review of a case from three years ago.
Office managers often become the gentle navigators in these moments:
“That’s a useful point. Let’s capture it for follow-up so we can stay on today’s agenda.”
It acknowledges the idea while keeping the meeting on course.
The Casual Participant
Most legal professionals maintain a polished appearance on video calls, especially when clients or outside counsel are present. But occasionally someone joins from an unexpected setting—car, kitchen, or backyard—with a level of informality that might raise an eyebrow.
In practice, the best correction is subtle. A professional tone at the start of the meeting, a clear agenda, and steady pacing usually bring everyone back into the appropriate frame of mind.
The Lunch-Hour Attendee
Video calls often overlap with the lunch hour, which can lead to microphones picking up the unmistakable sounds of someone opening containers or crunching through a sandwich.
This is one moment when the “mute all” feature quietly earns its keep.
The Multitasker
You can usually spot them right away. Their eyes move between screens. Their responses arrive a few seconds late. When asked a question, they need the last point repeated.
A simple technique brings them back into the conversation:
“Chris, what’s your take on that?”
The spotlight tends to refocus attention immediately.
Why This Matters in a Law Office
Video meetings are not just casual conversations. They often involve clients, opposing counsel, vendors, or sensitive case discussions. A well-run call reflects the professionalism of the entire firm.
That’s why many law office managers quietly take on the role of meeting conductor—keeping the discussion moving, the tone professional, and the technology from becoming the star of the show.
After enough meetings, you begin to recognize the characters before they even speak.
And when someone inevitably says, “You’re on mute,” you already know exactly what happens next.