12 ways to improve your conference call etiquette
If you ever have a lull in the conversation at a party, mention conference calls and someone will have a hilarious story to share.
The absence of a face-to-face meeting changes the dynamics of personal communication. Behavior becomes less polite. Unfortunately, the barrier the phone provides does not cover up bad manners.
One woman told me how her dad was on a call with hospital executives and his brother started shooting bottle rockets and then firecrackers. (These were grown men.) Others on the call thought someone had been shot and did a roll call.
Someone else chimed in about watching their boss bring the headset into the bathroom during his conference calls. My own husband was just called out for chomping on ice while on a call.
I heard everything from passing gas, snoring, babies crying, FedEx delivery, dogs barking to heavy breathing. The best story was about the man who turned on video conferencing by mistake and was not dressed.
"We have a heavy breather on the line. You might want to mute" – client to breathy call participant #ConferenceCallEtiquette
— Bill Rundle (@billrundle) September 15, 2015
Here are a few suggestions for proper etiquette while on a conference call:
(1) Prep for the meeting.
If you are leading the meeting, email a reminder with agenda and call-in number with instructions. Send out any pertinent documents ahead of time.
(2) Be a good host.
The moderator should call in early. Do a roll call at the beginning and recognize people who join the meeting late. Be sure that the people on the call are the ones who should be there.
(3) Be an early bird.
Join the call early. If you must be late, announce yourself without the drama of a long explanation about traffic, late night or your sick kid.
(4) Mute is your friend, hold is your enemy.
Mute will cover up any issues you may have on your end. If you have something to say, turn off mute. Some companies pipe in music when someone is on hold. Don’t be that person who makes everyone listen to Muzak.
#ConferenceCallEtiquette pic.twitter.com/VUPvD4mLpO
— Neal Dolson (@ndolson816) August 1, 2015
(5) Test the mute button.
If you decide to be snarky or talk about something confidential, better be sure that mute button is working. One person said he asks a question to the group to see if he can be heard.
(6) Speaker phone makes it hard to hear.
The hands-free option is so tempting, but callers can’t clearly hear what you are saying. Try a headset instead.
(7) Keep distractions to a minimum.
It is enticing to multi-task while you are on the phone, but if you are not focused or you zone out, you may miss your cue. It is embarrassing to have to ask for a repeat of the conversation. Typing, rustling through papers or turning on your washing machine are all distracting to the other people on the call. If you are not speaking, mute your line.
(8) Avoid side conversations.
When people on the call are in the same room and start another discussion, it can be confusing to others who are not there.
(9) Be considerate and polite.
Seems like a no-brainer, but wait your turn to speak. Interrupting when someone else is speaking is still rude even when they cannot see your face. If you have to leave the call early, let the moderator know ahead of time.
(10) Choose your environment carefully.
Background noise from an airport or your car make it hard for others on the call to hear. If you are in a public location, go to a quiet place or use mute. The noise or static may not affect you, but it is loud to the other callers.
(11) Consider the non-verbals.
You don’t have the advantage of seeing other’s non-verbal cues,so always be conscious and respectful of the conversation.
(12) Plan for a happy ending.
Try to end on time. Wrap up with meeting take-aways and next steps. Ask if there are any other concerns or new issues.
Photo: Robert Lahser, The Charlotte Observer
This story was originally published July 20, 2016 at 12:00 AM with the headline "12 ways to improve your conference call etiquette."