CONFERENCE CALLING TIPS

For many of us, conference calling is a critical business tool. On a daily basis, we deal with people from different countries, time zones or companies. An audio (or video) conference call is no longer an exception, it's typically the rule.

I hosted a rather embarrassing conference call recently.

• I setup a meeting and distributed a shared conference call phone number to all of the participants.
• When the time came for the meeting, I dialed the wrong conference call number.
• I waited 20 minutes before I realized everyone else was waiting for me on the original conference call number that I published!

As you can image, this was quite embarrassing.

After that fumble, I gave some thought to conference call etiquette. These are things that we all know, but we don't always pay them enough attention. Following is my conference call etiquette top 10.

1. Dial the correct number. OK, that was too obvious. Let's start with; Dial the correct number a few minutes before the start time of the meeting. Don't ever be late. If you are the host, always be the first one on the conference call.
   
2. Take roll call before you start the discussion. Level set everyone on who is in attendance. As new people join, ask "who has joined".
   
3. If you use your mute button, be sure to un-mute when it is your turn to talk. Seriously, I see this happen at least once a week. Someone is asked a question and after 45 seconds of silence they respond with "oops, I had my mute on".
   
4. If you are listening to other members of the call, don't be clicking away on your keyboard. One, people can hear you. Two, it's obvious you are not giving the other member of the call your full attention.
   
5. If you are with a group of people in a conference room and you are on a call, eliminate any side conversations. You would be amazed at how easily a side conversation can be heard over the main conversation at the other end of a conference call.
   
6. Avoid participating on a conference call using a cell phone. The connection can be noisy and the conversation is never as fluid as with a land-line.
   
7. Speak slowly and clearly. Especially if you are speaking with people who use English as their second language.
   
8. If you are participating in a conference call from home, eliminate any background noise. Get away from the kids. Turn the TV off. Keep the dogs from barking.
   
9. Give everyone a chance to talk. Even if it means explicitly calling out each participant and asking if they have input. Some people are reluctant to join in. You may need to invite them in.
   
10. Introduce yourself, at a minimum, the first time you speak. This goes for everyone on the call, not just the host. Give people a chance to put a name to the voice.