Overview Communication is the only way to express our ideas in a clear manner. Many business meetings happen through conference calls. Instead of sitting in a conference room and attending a meeting, people from different locations and other organizations connect in a conference call and discuss about their business. Conference call is different from the regular one-to-one business calls. In conference calls, many people will join the call and many interruptions and confusions may occur while everyone tries to express their views. To make the business calls in a formal manner, the people who are attending the conference calls should be aware of the basic conference call etiquette.
Conference call etiquette- Do's and Don'ts Listed below are the conference call etiquette one should definitely follow while attending the business related conference calls.
Check your device One can attend conference calls over phone or through conference call software such as Skype, Microsoft Lync, Join me, etc using Internet connection. If you are going to connect through phone then make sure you are aware of the phone number and the conference PIN. Also check whether your phone is in good condition. In case if you decide to attend the call from your personal computers through conference call software then check whether your headphones or speakers are in good working condition before joining the call.
Join the call on time Keep track of your conference call time and date. Set a reminder if needed. Time is precious and don't make other attendees to wait till you join the call. Always join the call 10 minutes earlier.
Introduce yourself Since conference calls have attendees from different location and to make others know who is speaking it is must to announce your name while speaking. Instead of saying hello over phone introduce yourself to other attendees by saying "Hi! This is and your name". If the conference call attendees are from different organizations then mention your organization name and location.
Mute yourself when you are not speaking Press mute button when you are not speaking. To avoid the background noises and other disturbances one must be in mute mode. If you need to convey your points then unmute your phone and speak.
Avoid noisy environment Don't attend conference calls in a noisy background. The background noise may create disturbances while speaking and it may distract other attendees from the topic of discussion. Also don't attend the conference calls while driving or travelling.
Be a good listener Always listen to other attendees. Don't put yourself in mute and concentrate on other work. Focus on the points shared by other attendees. Pay good attention to the topic instead of chatting with others and doing other work.
Don't interrupt while others are speaking While attending conference calls many interruptions may occur. Don't interrupt while others are speaking. First listen to other attendees points and express your views. If two members speak together at a same time, it may create disturbances and unwanted confusions.
Take Notes if necessary To have a clear idea about the discussion, one should definitely jot down the points discussed in the meeting. Instead of replying to mails or chatting with others in IM, it is always best to note down the points discussed. The notes can be used for future references.
Strict yourself to the agenda Always follow the meeting agenda. Don't divert from the topic of discussion. Always speak to the point in a constructive and a shorter manner.
Follow the basic conference call courtesy Do follow the below mentioned basic conference call courtesy.
1. Do not interrupt the call, if you join late.
2. When you make comments or ask questions always mention the participant's name or a call leader's name.
3. If you are a call leader, do mention the meeting agenda before proceeding to the topic.
4. If you are about the leave early, always mention other participants at the beginning of the call or else wait till the conversation comes to a break point to announce that you are leaving the call.
5. When the meeting is over, say good bye to everyone before ending up the call.
This is a nice article which is concerned to all as we often go for conference call options when we seek some best advise from others and pass on the same to the needy. Before making conference call we must ensure that we are having all the details which may be sought during discussions. By the way we must be specific and make such questions and suggestion which are concerned to the topic. We should respect the time as we cannot waste time of other persons when beat around the bush leaving the main topic. Always give respect and talk as we do not know the antecedents of the caller on third line. So be courteous and sober while conveying and listening.
Following above mentioned points and using tools like on premise R-HUB web conferencing servers, webex, gomeetnow, gotomeeting etc. one can effectively conduct conference calls.