Conference call etiquette is as important as conference room etiquette. Everyone knows that in a meeting with their colleagues, manager, or customer in the conference room, they need to pay attention, be polite, participate, and not do anything disruptive. The same holds true for conference calls.
Below is how you can insure you have good conference call etiquette during a teleconference so you and the other people on the call get the most from the conversation and so you project the same profession image you would if you were in a face-to-face meeting with a room full of important people.
- Be on time. No one likes latecomers, their late arrival disrupts the conversation and commonly someone needs to recap where the conversation is to get the person up to speed. Being late is one of the most egregious of all conference call etiquette faux pas.
- Do not participate in or listen in on a call unless you are officially invited. The presence of “mystery guests” or uninvited participants is the second biggest breach of conference call etiquette. Because no one can see who is around and listening to what they are saying, participants need to trust that they are only talking to the people they know they are supposed to be speaking with. Just as people might not talk to a customer the same way they would talk to the team or their boss, participants have to know who it is that is listening and talking so they can express themselves appropriately and speak as frankly or diplomatically as required. Trust on the part of all participants in a teleconference is a MUST and you need to respect that.
- Introduce yourself at the outset. Tell people (a) your name, so people will know who you are. (b) Your location, if you are in a different building or city or what your department is, so people can visually place you. (c) Your role: salesperson, accountant, public relations representative, so people know your expertise, what you do, and what you bring to the table. And, last but not least, (d) your reason for being the conversation: e.g., “to help solve our marketing problem” or “to learn about what the problem is and try and get the project back on schedule”. Conference call etiquette requires that other people on the line know who they are taking to and why.
- Tell who you are each time you speak. Another important part of good conference call etiquette is to remind other participants of who you are when you have something to say. Unless the conference call host has already called you by name, when you speak you should mention your name and something else about you to help people remember you (e.g., “This is John in sales and I feel that….” or “This is Simone in London, my perspective is…”).
By following these four rules for good conference call etiquette, you will improve the effectiveness of any call you participate in, as well as project the kind of image you want the other people on the line to take home and remember you by. Common pitfalls that too many of us have experienced and that you need to avoid are discussed in our next blog.