When it comes to conference calls, it’s crucial to have the utmost professionalism. Why? Most employers judge conference calls more harshly than in-person meetings. Therefore, you want to make sure you give the best impression and follow simple conference call etiquette.
Clueless on how to conduct a professional conference call? Don’t worry. In this guide, we break down 6 conference call etiquette tips.
1. Call in Early.
As the saying goes: early is on time and on time is late. So, you want to make sure that you call in a few minutes early — preferably 5 to 10 minutes early. It’s better to be early than have the participants on the call have to wait for you to arrive.
What happens if the party you’re waiting for is running late or doesn’t show up? Email them and let them know you’re on the call and how long you’ll be available.
2. Be Prepared.
Like any other interview or meeting, you want to be prepared. It helps to jot down a few notes or even do some research before your call. Also, make sure to have a few questions you like to ask. Being prepared and knowledgable is a surefire way to make a great impression.
3. Keep Background Noise to a Minimum.
This is an obvious conference call etiquette tip. You don’t want to seem unprofessional with excess background noise and distractions.
Before your conference call, make sure to find a quiet location. You can even try and book a private meeting room at your local library.
4. Limit Distractions.
If you’re like 70% of Americans, you’re surrounded by distractions. When you’re in a conferences call it can be easy to get distracted.
You want to make sure you’re alert during the call just in case someone on the call asks you a question. Before you get on the conference call, close out any chat boxes, emails, or any other distracting browser tabs.
5. Don’t Forget the Conference Call Dates/Times.
One of the worst things you can do is forget when your conference call is. Be sure to log the date and time of your conference call on your calendar. Some unlimited conference call services even allow you to set a reminder.
It also helps to have the call-in number and PIN ready, so you’re not frantically scrambling minutes before the call.
6. State Your Name Before Speaking.
If there are multiple people on the call, it can be confused to keep up with who’s talking. Therefore, state your name at the beginning of the call. This will help everyone in the call better understand the context.
Along with your name you can even state your job title, company, and location. This is applicable when you’re on a call with people from other organizations you’ve never met before.
Want More Conference Call Etiquette Tips?
The best conference call etiquette tips don’t end here. There are even more ways to leave a great impression during your conference call. Do you have any other tips to share?