Conference call dos and don’ts

Video and voice conferences are fairly common these days. They are quite affordable to individuals and businesses of all sizes and there are even free conference call services available to those who want it.

Many conferencing service providers offer a bouquet of conferencing solutions which will fit budgets of all sizes. Phone conferencing may be as simple as being able to hear and talk to many people at the same time, or highly advanced web and video conferencing with the facility for file sharing among participants online.

Though telephone conferencing is one of the most cost effective and efficient methods of keeping in touch with a large number of people situated across the globe, if it is not conducted in the right manner there is every chance that your call may end up as a damp squib. Many a teleconference has failed to be effective because of loud background noises, constant interruptions and the participants not taking the call seriously enough.

Your teleconferencing service provider will give you a number and PIN to dial into the conference bridge and start the call. To be successful in call conferencing, there are a few dos and don’ts to follow.

Conference Call Dos

  • Before you even start teleconferencing, ensure that you are well prepared on the subject matter at hand.
  • Start the call well on time, be punctual and show respect for others’ time.
  • Join the call from a room where the background noise is at a minimum and there are no constant interruptions.
  • Speak clearly into the microphone.
  • During the call, particularly if it is not a video conference, state your name before you say anything.
  • Remember that other participants cannot see you during a voice conference. Therefore, your verbal expressions must be precise and communicate what your body language and facial expressions cannot.

Conference Call Don’ts

  • Do not put the call on hold. This will start playing the hold music which will disturb others.
  • Do not get side tracked by others coming into the room and do not engage in conversations with them.
  • During a call, try to keep unfamiliar acronyms out of the way.
  • Just because others cannot see you during a call, you should not be joining the call with a bag of munchies by your side. Eating during a call is an absolute no-no.
  • Do not read, type or otherwise be distracted by matters that are not pertinent to the call.
  • Follow the above dos and don’ts and rest assured you have a successful conference at hand.
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