Conference calls represent a regular part of a manager's work. However, this fact does not mean by a long way that every manager knows the rules of etiquette to be followed during conference calls. These rules are often not expressed in companies as it is assumed everyone knows them automatically. But this is not the case. So if you are new to the world of conference calls or need to refresh the rules of etiquette, here are some tips originally published by CareerBuilder.com.
1. Participant introduction
How many times have you participated in a conference call without knowing all the participants? All participants should introduce themselves at the beginning and explain their role in the negotiations. Alternatively, the individuals involved may be presented by the leader of the call, whose task is to guide the conversation, track time and finally summarise the tasks for all those involved.
2. Mute
Phones as well as applications designed for conference calls always include a "Mute" button to turn off the microphone. You should use the button if you need to cough, drink or move something on the desk. It also serves to prevent others from hearing any inappropriate comments that might fly out of your mouth during difficult negotiations. Especially when many people are involved in the call, it is inappropriate to let them hear your occasional "uh" or "yes".
3. Other activities
When you are alone in the office during the call, and thus invisible to others, it is quite difficult to maintain concentration. This is why people often do completely different things during conference calls rather than listen intently. They write e-mails or just surf the Internet (and since they do not use "Mute", everyone can hear them typing on the keyboard). It is also common to make other phone calls, play games and sometimes even completely leave the room. None of this should happen.
4. Too much talking
Only matters related to all participants should be discussed during conference calls. Do not waste other participants' time by forcing them to listen to a conversation involving only two (or a few) of you. If you want to say something to just one participant, use e-mail or chat or arrange another meeting. Conference calls are not meant for telling long stories.
What do you think is the biggest nuisance of conference calls?
-kk-