Conference Call Tips

Communication is an essential ingredient to success in the workplace. It has become an essential skill as organizations have adopted the remote work model recently. Hence, organizations are widely using virtual audio or VDO conference calls nowadays. A conference means a formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic and a conference call is a telephone call by which a caller can speak with several people at the same time. In other words, a conference call is an online meeting that allows for more than one individual to listen in on and participate in the conversation. These virtual meetings are especially important for companies with multiple offices or who need to communicate across different areas of the country. It’s not easy to have everyone on the same page. But when you plan a conference call well and stick to some standard rules, it can go very smoothly.

Here are some etiquettes and tips for making conference calls effective and productive:

1. Resolve all technical logistics issues: Make sure to test your equipment before the conference call starts. Ensure all parties involved are familiar with the equipment you’re using. Especially if the conference call includes external parties, failing to manage your technical logistics during a conference call can cost you business. 

2. Location: Conference calling should be done at a quiet location where there is minimal noise. There are soundproof conference rooms in organizations while at home you must find a quiet place to avoid any disturbance. 

3. Punctuality: When a conference calling appointment has been scheduled, make sure all parties are on time. If you are the host of the conference call, it's a good idea to arrive a little early so you can make sure all the participants are present, and let them know when you are ready to begin. If possible, start 5-10 minutes early. 

4. Introduce yourself: During conference calling, always introduce yourself before you begin to speak. Not everyone will recognize your voice. Even if its a VDO conference call, introduce yourself because not everyone knows you by face.

5. Avoid disturbance, distraction and noise: Turn off cell phones, and any other type of electronics. This can be very disruptive during a meeting and can cause interference such as static. Use mute button. This will prevent any background noise. When someone needs to speak, simply release the “Mute” button. If you’re in a place with unavoidable background noise, make sure to explain your situation to everyone. Failure to do so could result in you appearing rude. Don’t shuffle papers; scrape chairs, pencil tap, hum or other distracting, noisy activities. It drives people crazy!

6. Have a clear agenda and stick to it: Going into a conference call that doesn’t have an agenda is not only frustrating but it’s also unproductive. Your employees are busy and don’t take kindly to any activity that detracts from their main mission. That’s why you must always have an agenda for your conference calls. An agenda will help ensure that your meeting has a clear structure and goal. As a result, everyone will know what to expect from the meeting. They’ll also know what’s expected of them and they’ll be prepared to participate from the onset. Only speak about items the host has determined to be important for the meeting. If necessary, you may ask to schedule another meeting or follow up with participants individually to discuss other topics. Don’t allow the topic to wander. Be an iron fist in a velvet glove. Be polite but firm if people talk too long or over each other. 

7. Remain focused: It is important to remain focused during a conference call to show others your professionalism. Minimize distractions in the location where you plan to participate on the call. For example, you may close the web browser on your computer or store your phone in a desk drawer for the duration of the meeting. Remaining focused helps you understand key information so you can contribute to the conversation.

8. Take notes: During the meeting, take notes about important discussion items. You may use a notepad to write key points or take notes electronically on a computer or mobile device. Its better to use hard copy of notepad. Even if the host designates another participant to record the meeting minutes, taking notes during a conference call can help you recall information or follow-up items to accomplish after the meeting ends.

9. Speak loudly and clearly: Whenever discussing your ideas or responding to other participants, speak loudly and clearly so others can hear you. Articulate carefully to help other participants understand your message. Take brief pauses to help you slow down your speech. If you have a soft voice, consider placing the microphone or phone closer to your mouth when you speak.

10. Use simple language: If you are joining a conference call with clients, stakeholders or employees from other departments, use simple language when discussing technical concepts. This type of communication helps others understand your ideas and opinions, especially if the participants are unfamiliar with a subject or topic. Summarize key points or ask questions to make sure participants understand your message.

11. Don’t interrupt other participants: Avoid interrupting other call participants by not speaking over them. If you think you will forget your point later, write it down and speak once the another person finishes. Even if you think other persons are rambling, ask the speaker if he or she would like a moment to get something out before you come in with your own thoughts. Talking over other people can be a bad habit to get into even in one-on-one conversations. But it is especially rude when you do this in the course of a conference call because sometimes you are interrupting another person’s thoughts or ideas. When you talk over participants, you can also appear somewhat rude and impatient even if that’s not your intention.

12. Do not encourage and accept domination by a person or group and do not dominate: If a couple of participants dominating the discussion with a specialized topic, you should arrange for another call to iron out that particular issue. Allowing such a discussion for longer time wastes the other participants time and results in them being drained and disengaged.

13. Say a good and formal goodbye: Do not just click red button and leave the call just like that, even if you are not a host. Always sign off from a conference call with a formal goodbye. Even if you didn't say much during the call, throw in a send-off to make your presence felt. If you are a host, you may use the sentences like, "Is it okay if we conclude this meeting/call now?", "Shall we conclude?", "That was a great discussion, I will send MOMs shortly!" and take everyone's consent for closure.