To have an effective conference call, you can’t have everyone shouting out and trying to talk over each other, nor can you have people calling in late or not at all. Furthermore, a faulty internet connection can totally disrupt a good conference call. Here are five rules of conference call etiquette to help you have effective conference calls.
Have stable internet/phone connection
Whether you’re hosting an online conference call or an over the phone conference call, it’s equally important for both methods to have a solid connection. First and foremost, make sure your phone connection or internet connection is capable of such calls, or that you’ve chosen a conference calling service that suits your needs. Is the conference calling something that your phone is capable of? Does your internet speed allow for an internet-based conference calling service?
If the answer is no, and conference calls are a staple of your business or projects, it’s probably time to upgrade (or purchase) a phone or internet plan. If a phone call drops or the internet goes out during a conference call can be extremely disruptive, especially if it was difficult to organize in the first place. Everyone will have to reconnect, restart, and often information can be lost during the transitionary period.
You owe it to yourself and the people you’re calling to ensure you have the right tools to make an effective call.
Identify yourself if you’re speaking
Not everyone may be able to identify you by your voice, or in fact, there may be someone in the call with a voice very similar to yours; hence why it is important to always identify yourself when speaking on a conference call.
Speak clearly and state your name and position so that everyone on the line knows who is speaking and about what. If you’re the team lead, identify yourself as such, so that everyone knows who to direct leadership questions to, and so on.
Never assume everyone knows it’s you, especially if you’re working with a remote team where no one has ever met any of the other team members in person. A simple phrase, such as “This is Matthew speaking, and…” or “Hi this is Matthew, Operations Manager” can be used to properly identify yourself and advertise your position within the company.
If one or more team members fail to identify themselves before they begin speaking, don’t interrupt what they’re saying to ask their name or position; wait until they are finished and simply say “I’m sorry, I’m not familiar with your name or title, who is speaking?” Try not to ever interrupt another person during a conference call; not only is it rude, but it creates a distraction and unnecessary tension.
Let everyone speak uninterrupted
The uninterrupted rule applies to the entire call, not just to introductions or figuring out names and titles. A conference call is only truly effective if everyone’s voice is heard in full. Whether you’re talking about a huge project or some minor policy changes, whoever is in the conference call is there for a reason, and their voice is equally as important as everyone else’s.
If you hear something you disagree with, wait until the speaker is finished with their statement and then say something like “I respectfully disagree with your position, and here’s why…” or “Thank you for your contribution, but I’d like to present a counterpoint”. Never try to speak over someone or shout on a conference call. This is considered highly inappropriate and not to mention extremely unprofessional.
Don’t be afraid of your mute button
That is, to mute your phone should outside noise be a factor in your phone call. If you’re at home and the baby is crying, or the spouse’s TV is too loud, or the dog is barking, these noises can quickly become distracting (if not annoying) to the other callers and be counterproductive to the purpose of the phone call.
Make sure that before scheduling a conference call you know you’ll be somewhere quiet to make the call, and if you can’t do this, make sure you remember where your mute button is. This will mute only your phone and keep all that excess noise from funneling into the phone call.
Of course, prevention is always the best method here. As stated, ensure you’re in a quiet space during the call. Schedule your calls outside of normal noisy activities, such as after your children are asleep (or the dog is out).
Act and speak as if you’re in person
Body language doesn’t only apply to the subtle movements that you make with your hands, eyes, and other body parts; it also applies to your voice. Emotions can be heard as well as seen, and it’s easy to pick up on discomfort, confidence, or irritation in someone’s voice.
If you’re not enthused about the conference call, this may show through in the way you speak, and your superiors may pick up on it (or your teammates). It’s just as important to act professionally in a conference call as it is in a general work setting.
- Be professional and courteous to the other callers
- Be on time for the conference call
- Don’t speak over others
- Don’t say anything belittling about other workers
- It is not the time or the place to inform managers of wrongdoing
- Stick to the topic of conversation
Conference calls can be a great place to express new ideas, resolved issues, and clarify objectives or goals. Keeping it professional, to the point, and making sure everyone is heard can ensure a good call with clear results.
