Conference Call Etiquette

In the corporate world, frequent communication is very important to get the desired results from professionals. The corporates needed for discussion, may not be present at a single place when required, in such a case, the conference call facility can be used to serve the purpose. Before and during a conference call, there are many considerations which have to be taken in mind, which are known as 'conference call etiquette'. Let's know and learn some of them.

Ensure that all potential participants are well aware of the matter that is going to be discussed in the conference call. This would certainly enable them to be prepared for the discourses. The agenda, pass-code, time, date, instructions, and considerations of the call should be communicated to them beforehand; and that too several times. Advanced planning is the key for productive discussions in a conference call. Before the call, familiarize yourself thoroughly with the communication technology which would normally include a conference call phone, with many buttons and options. This would preclude any goof ups with the phone, during the live call. If you are the call initiator, ensure that you start the conference on time without any delay.

If it's a scheduled conference call, make sure you are in a silent place few minutes before the call. If it's an unscheduled call, immediately rush to an appropriate place where there are no disturbances in the background. Never participate in a conference call when you're in a noisy place or in the washroom. After getting connected in the conference call, you should introduce yourself before sharing a word. In this way, the participants would be able to determine who is connected and who is yet to be connected.

Use the mute button when it's not your turn to speak. During the call, simply ensure that you are not eating anything or your children or pets are not nearby to trouble you. Don't put the call on 'hold' if you have the background music facility. If you do so, every participant on the call will be able to hear the music which may be annoying to them, and cause obstruction in the call. Don't use the speakerphone unless you are with other participants.

If you're using the landline phone at home for the call, ensure that you put your cell phone on silent mode to prevent any disturbances caused by loud ringers. Don't make unnecessary noises which may be caused by tapping on the table, humming a song, chewing crunchy food, etc. When sharing your views, speak slowly and clearly, which would help the participants to understand what you are saying. Refer to the agenda for the matter to be discussed. Keep a pen and paper handy, if you don't want to miss out on important points discussed in the call.

Don't go away from the theme of discussion and start to discuss other irrelevant topics. It is also very important to pay attention during the call, as many participants tend to put the phone on mute and do their own work. Be very polite in answering a question which might annoy you. After a participant has finished with his discussion, don't forget to thank him for sharing the required information. After the discussion is over, ensure that you end the call on time, as no one would like to extend the conversation more than necessary.

There are many more conference call etiquette which need to be followed. As the need and usability of a conference call is increasing, it is certainly essential for a person to consider all these points before participating in a conference call.