Although using a conference call to bring people together at the same time can replicate a traditional meeting this solution is not exactly the same. For this reason, if you are taking part in or running a conference call yourself, then it is worthwhile learning the basics of conference call etiquette before you start. So, what are the 'dos and don'ts' here?
If you are responsible for running and setting up a conference call then your first priority should be to make sure that your equipment works! If you are using an external conference call provider then you need to make sure that you have completed any necessary tasks such as booking a time and/or facilities etc.
It is also important to make sure that everyone that should take part in the conference call is given plenty of notice (and a timely reminder a few days before the actual call if applicable). If some/all of the people involved in the call have not had this kind of meeting before then make sure that they know exactly how it will work and what, if anything, they need to do themselves to get up and running.
Do bear in mind here that participating in a conference call is not like making a regular phone call or having a face to face meeting. Although a conference call incorporates elements from the other two options it has demands of its own. So, don't forget that you may need to act differently than you would in a meeting/on a standard call.
It is wise to take time when you are taking part in a conference call especially if there are a few people involved in the call itself. This is especially true if some of your participants are in other countries where there may be some small time delay on the line. If you jump in too quickly with a comment then you may well simply end up interrupting another person which can appear rude. So, encourage all participants to wait before commenting.
Do also make sure that the call itself has a 'moderator' or leader who works to keep the conversation flow natural and who makes sure that everyone has a chance to have their say. It is also important to make sure that people listen carefully to the points that others make.
One of the biggest drawbacks of holding a meeting via an audio conference call is the fact that you cannot see the people with whom you are talking. So, you can't pick up on conversational 'hints' such as facial expressions and body language. Listening extra carefully, however, can be a help to you here.
Finally, don't be lulled into thinking that a conference call isn't like a regular meeting because the other people cannot see you. So, don't do stuff that you wouldn't do in a traditional meeting and make sure to act professionally during the call. Eating on the phone, for example, is never a great thing to do and it's especially rude if you are in the middle of a conference call at work. The people taking part in the call may not be able to see you eating but they'll certainly hear you!
If you are responsible for running and setting up a conference call then your first priority should be to make sure that your equipment works! If you are using an external conference call provider then you need to make sure that you have completed any necessary tasks such as booking a time and/or facilities etc.
It is also important to make sure that everyone that should take part in the conference call is given plenty of notice (and a timely reminder a few days before the actual call if applicable). If some/all of the people involved in the call have not had this kind of meeting before then make sure that they know exactly how it will work and what, if anything, they need to do themselves to get up and running.
Do bear in mind here that participating in a conference call is not like making a regular phone call or having a face to face meeting. Although a conference call incorporates elements from the other two options it has demands of its own. So, don't forget that you may need to act differently than you would in a meeting/on a standard call.
It is wise to take time when you are taking part in a conference call especially if there are a few people involved in the call itself. This is especially true if some of your participants are in other countries where there may be some small time delay on the line. If you jump in too quickly with a comment then you may well simply end up interrupting another person which can appear rude. So, encourage all participants to wait before commenting.
Do also make sure that the call itself has a 'moderator' or leader who works to keep the conversation flow natural and who makes sure that everyone has a chance to have their say. It is also important to make sure that people listen carefully to the points that others make.
One of the biggest drawbacks of holding a meeting via an audio conference call is the fact that you cannot see the people with whom you are talking. So, you can't pick up on conversational 'hints' such as facial expressions and body language. Listening extra carefully, however, can be a help to you here.
Finally, don't be lulled into thinking that a conference call isn't like a regular meeting because the other people cannot see you. So, don't do stuff that you wouldn't do in a traditional meeting and make sure to act professionally during the call. Eating on the phone, for example, is never a great thing to do and it's especially rude if you are in the middle of a conference call at work. The people taking part in the call may not be able to see you eating but they'll certainly hear you!
About the Author:
Richard Arnesdale helps people learn about AT&T conference calling at his website on AT&T conference calling
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