If you are planning a conference call, you need to make sure that everyone involved is aware of how it will work. As soon as someone confirms that they will be taking part in the call you need to send information on the call. Everyone will need to know the phone number to dial, their passcode to enter and the date and time of the conference call. Be sure that everyone knows the correct time zone as well. Ahead of time, be sure to tell everyone how to disable their call waiting so that it is not interrupting the conference call. Lastly, send everyone technical support information in case they experience a problem during the call. This will allow everyone to have a professional and pleasant experience.
First, you will need to instruct the participants in conference call manners. You will want any issues that may occur to be addressed in the best manner possible. This is important, even if you have already gone over these points in an email.
For example, "I'd like to highlight a few tips about teleconference etiquette from the email I sent you. Here are some conference call etiquette tips that will make our call as enjoyable as possible for everyone. First, make sure you are in a quiet room, with no dogs, children or adults to distract you. If you do need to speak with someone, please ensure you have pressed the mute button on your telephone, or you can mute yourself on the conference call by pressing *6, and at anytime you want to interact with us on the call, just press *6 again to be able to speak. If you start speaking and I don't acknowledge you, then you'll know you are still on mute and we can't hear you.
Please always say your first name before you speak. For example, Chris here, then begin speaking and be as clear and succinct as you can. This is an interactive call and I'll be asking you questions and for your ideas, so please be prepared to participate at any time. In order to make the most of what you get out of this call, I ask that you resist the urge to multitask during the teleconference."
Finally, do not be embarrassed by silence on the line. Some participants require some time to consider their words before responding. It is important to allow ample time for all participants to share their views. Are there any questions regarding teleconferencing etiquette?
During the call, gently remind participants of the etiquette guidelines, without coming across as harsh or humorless. If background noise is interfering with the ease of listening, say something like "I can hear some noise in the background here--is someone cooking dinner? I hope you're making some for all of us!" If a dog barks in the background, quip "I think Rover agrees with you!" Keep it light.
Occasionally, one person will dominate a call, and if you do not respond tactfully, your professional reputation might suffer, and other parties might want to end their participation. Keep in mind that you only get one chance to make a first impression. And while this adage is accurate enough in a situation that involves face to face contact, it could prove even more viable in a virtual environment. Without body language to interpret, unhappy teleconference colleagues can stop participating, or even hang up, damaging your relationship with them.
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Daiv Russell is a marketing and management consultant with Envision Consulting in Tampa, Florida. To learn more about teleconference etiquette, check out audio-conference-calling.info. While organizing your team check out our Team Building activities.
