Conference Call Etiquette: Common Conference Call Rules And Regulations


Conference Call etiquette are rules and regulation that are to be observed or adhere to. Conference calls can be awkward, dead sound, scratchy sounds. Especially when it’s not a video conference call you are not seeing the person you are communicating with. Their non-verbal cues, like facial expressions and hand movements, make it harder to communicate.

According to Kerri Garbis, President & Co-Founder of Ovation communication, “were losing over half of our communications skills when we’re not in person”. The interest we show with eye contact, the sympathy we display with head nods and smiles, the emphasis we add with our hands we don’t have them on Conference calls.

Conference Call Etiquette

Conference Call Etiquette

Conference Call etiquette is the dos and don’ts so you can have a smoother meeting online with other participants. Follow these rules when you’re on a conference call.

Have a Proper Body Language

When you are on a conference call be careful not to project the wrong body language as it will show when you’re speaking. Choose a proper position when communicating in a conference call. Most people sound more energetic and enthusiastic when they are standing. Lack of visuals on a conference call means that your voice must communicate what your body normally would. Positive body language is very vital.

Use a Strong Network Connection

A poor connection can cause a problem. It can create feedback that disrupts other people on the call. And it can make it more difficult to hear and be heard.

Ho, don’t call in from a highway rest stop with dodge cellular coverage. Be sure you are in a place you know has a strong reliable wireless Internet or strong cellular connection ideally in your home or office.

Identify Yourself Whenever You Speak

It is very annoying and offensive when you cannot identify a speaker per time on a conference call.  The same statement can require a completely different response if it’s an executive talking, rather than a vendor. Even a voice you know well can be difficult to identify if your connection isn’t good.

The solution is to identify yourself before speaking. You don’t need to make a big entrance. Keep it simple: “This is George speaking, and in my opinion…”

It feels weird to introduce yourself at first, but practice,” says Garbis. “If you don’t, people on the call aren’t listening to what you’re saying, they’re trying to figure out who you are”. If someone doesn’t identify themselves, don’t interrupt them. Wait until they are finished speaking and then politely ask them to say their name.

Use Your Mute Button

Nothing ruins a conference call faster than the hungry dog, fussy baby, or blaring television of the person who forgot to mute themselves.

One person’s bad connection or background noise can ruin the call for everyone. You don’t always know exactly what the folks on the other end of the call are hearing. So if you aren’t talking, keep yourself on mute.

That’s the “mute” button, not the “hold” button. If you put the call on hold to do something else, the hold music for your office may come on, and all of a sudden the entire call is listening to the local radio station.

If you need to participate in the call but can’t stop the background noise, your best move is to communicate some other way. May call back later to know the outcome of the meeting.

If You’re Late, Don’t Announce Yourself

When you join a call late, you’re a disruption. The “ding” signifying your presence interrupts whoever is talking. Often someone else will stop the call to ask who just joined. By the time the speaker starts again, she’s lost her train of thought. Everyone on the call is distracted. Time speeds by while everyone tries to get back on track.

A good conference call moderator knows to move forward with the call when a new person joins, rather than interrupting it. Don’t spoil their efforts by announcing yourself.

The call moderator should be able to see on their call dashboard who has called in. If they need to announce you, they will. Better yet, use a conference calling service where the moderator can adjust the settings of the call on the fly so that late entrants to the call don’t make the dreaded “ding” and disrupt the call.

If you have a recurring conference call that feels like a long, uphill trek, take action, share these rules with colleagues and get everyone running in step.

Speak Loudly and Clearly

One of the key etiquette if a conference call is to be audibly and clear for other participants to hear you very well. When you speak, slow down the rhythm of your speech, take pauses and most importantly, speak loudly when you talk into the speakerphone. If you have a soft voice, sit as close to the phone as you can.

Account for Dead Air

Keeping silent is good during in-person meetings, but at a conference, the quietness can lead to confusion. If the air stays dead for a long time, participants may assume that the other side is having technical difficulties, or simply being unresponsive, perhaps even rude. If you’re in a situation where a direct answer is forthcoming but not immediate, try to describe your current actions rather than being silent.

By doing so you’re letting others know that you’re still engaged in the call. And if possible, politely say: “let me think on it for a second” it’s more better than dead air.

Always Leave With a Goodbye Note

Remember to always sign off from a conference call with a formal goodbye. It’s a phone call after all. So, this protocol should be observed. And you would have done that if you were talking to a person one-on-one.

However, if there any need you can use this opportunity to schedule another meeting. Follow through with any promise you made during the call.

Conference call etiquette is very vital to make the most of your meetings with friends and family even colleagues at work.

Get more facts here.

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