Observing conference call etiquette can make the difference between a successful meeting and an unsuccessful one. Here are my top three tips for a hitch-free conference.
1. Don't join a conference call late
Did your last conference call sound like this?
“Okay it's ten o'clock so I’ll get started. Today we will be discussing-”
Beeeep. “Hi there, this is Stacy!”
Beeeep. “Mark here.”
“Ok now we’re all here, I’ll-”
Beeeep. “This is Jenny, sorry I’m late.”
With many conference call providers, those irritating beeps announcing everybody’s arrival are automatic and cannot be switched off. Express Virtual Meetings allows the conference host to manage guest entry so that everyone enters on mute. No more disruptions from people entering the meeting late. Once the host has finished their introduction or presentation, they can unmute all the guests to allow for discussion.
Of course ideally, nobody would be late to the conference call but in reality this is inevitable. With Express Virtual Meetings you can allow for this inconvenience and minimise interruptions.
2. Use the mute button
As we explained in our last blog post, people often spend the time they should be paying attention to the conference call discussion to do all sorts of things including other work, exercising, taking other phone calls and playing games!
If you’re going to use your conference call time to call your mother, at least have the courtesy to use the mute button so all the other call participants don’t have to hear it as well.
The mute button should also be used even if you are paying attention and just want to type notes while you listen. Nobody else needs to hear you typing away. If you do need to speak, simply unmute yourself and join in. To mute or unmute yourself on an Express Virtual Meetings call, you can simply press *6.
3. Introduce yourself appropriately
On conference calls, people often either under-introduce or over-introduce themselves. Just saying, “Hi it’s Sarah!” can lead to confusion. Which Sarah? Where have you come from? Why are you on this conference call? Similarly, giving too much information is unnecessary and takes up valuable time. The other people on the call don’t need your entire work history.
The best introduction would be something like, “Good morning, I’m Sarah. I’m the manager of the Richmond store.” Now everybody knows exactly who you are and why you’re here.
To make things easy, just think about what you’d do if you were meeting these people in person. Would you eat lunch during the meeting? Would you ignore the other participants to play games on your phone? If you wouldn’t do something in a face-to-face meeting, then don’t do it while on a conference call.
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