Conference Call ETIQUETTE, KRISP.

Conference Call Etiquette: From KRISP

With so many of our members continuing work from home and utilizing conference call technology more than ever before it felt like a good time to do conference call etiquette refresher guide. 

​The following information was taken (with some edits) from Krisp, more information here.
 
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Before the conference call starts
 
Arrangement:

1. Inform all the participants about the details of the meeting – If you are the leader of the call, make sure to inform all the participants about who will be attending the meeting. It’s a good idea to send out a calendar invite with time, date, participant names, and call-in information. This way people will know who they will be talking to and what they need to prepare.
2. Set time limits – Since the meeting isn’t personal, it’s very easy to get off the topic. Set strict time limits and remember that you have a specific amount of time to handle everything you need to discuss.
3. Prepare your agenda – Your time is not endless – you need to have a detailed agenda to guide you through the meeting and discuss everything on topic.
4. Agree who is calling whom in advance – If you are dialing direct, make sure everyone has the right number to call and avoid time delays and confusions.

Technical issues:

1. Check your device – Your conferencing device (laptop, phone or whatever device you’re using to make a call) should be charged. Imagine what will happen if it suddenly turns off in the middle of the conversation!
2. Choose the right location – Make sure to choose a quiet area for the call. Your partners will be annoyed to hear passing cars or side conversations during their call.
3. Mindset – And stay positive: everything will be fine! Technical issues happen to everyone, so if it does to you just stay calm.

During the conference call
 
Etiquette:

1. Don’t be late – Let’s agree together that a conference call is also a meeting. You try to be on time in real life meetings, right? Treat conference calls similarly, be on time.
2. Introduce yourself – When starting a conference call never forget to introduce yourself. It’s very important that people know and get accustomed to your voice, so they understand who is talking. If there are people who you’ve never met, make sure that everyone introduces themselves by the name, so the speakers will have a better understanding of who are the attendees.
3. Let other people talk – While talking pause regularly between your speech. This will give an opportunity for participants to clarify or ask something.
4. Inform people about leaving the conference – If you are leaving during the conversation, you should let other people know since it will be awkward and rude if somebody talks to you and then finds out you weren’t on the call all that time.
5. Don’t make unnecessary noise – remember, the other callers can hear you. If you are flipping papers, typing, etc. and keep in mind how close your microphone is to the source of the noise.
6. On Hold Music – if you are calling from an office line, or a line that includes “on hold music”, don’t put the phone on hold. The other callers will have to listen to your music.

Productivity:

1. Always stay on topic – Take a look at your agenda if you feel like the meeting is going the other way round. You have specific things to discuss, so don’t spend time on things that can be discussed out of the official call. When someone joins late it’s not a good idea to waste time and fill them in on what happened. Instead, the late joiners can check the meeting notes or catch up with you after the call.
2. Don’t let the silence invade your conference call – Participants have no opportunity to see you, so if they don’t hear you too then communication will drop to zero. Let other people know if you’re busy checking something so they don’t think of technical issues or you disregard the conversation.
3. Tell your participants that the conference is wrapping up – Don’t just suddenly say “bye” and go out of the call. The fact that the conversation is ending will give attendees the opportunity to say their final words or ask the last question.

Technical issues:

1. Mute yourself when you aren’t speaking – That will ensure that no noise will disrupt the meeting.
2. Also, don’t forget to unmute yourself. You will create unusual silence in the conversation and will waste your time repeating yourself.

 
After the conference call
​

1. Write down all the decisions made during the conference call – Not only will this help you understand what you’ve achieved during the conference call but also will help you remember what you have to do.
2. Connect with the new acquaintances – If you got acquainted with new people during the conference call, make sure to connect with them via social media or email. This will ease future communication with them.
3. Share the results – Send the next steps and the results of the conference call to the participants so they also know their tasks and duties.
4. Relax once more – The conference call is over.

 
 
Read the full Krisp article here!