Conference Call Etiquette
One of our customers recently asked for a list of courtesy pointers covering proper conduct on a conference call. To answer this question, we visited a number of industry and end user web sites posting tips on conference etiquette. The Top 10 suggested rules of etiquette are presented below:
- Be on time or early (especially if you are the host!) and conduct a roll call.
- Introduce yourself when you begin the conference and each time you make a comment.
- Don’t put your phone on hold. Your company may have music on hold and it would be disruptive to the other participants.
- Make a detailed and timed agenda. Be sure to share it with others that will be on the call in advance of that call. Adhere to the time set for each topic. Don’t let the conversation wander. Instruct participants on how to use the special features of the phone.
- Don’t use cell phones unless there is no alternative. If cell phones must be used, be sure to find a good signal area and remain in that place for the duration of the call. Use the “Conference Continuation” feature to insure that when the moderator falls off the call, the rest of the call will stay connected until the moderator returns.
- Turn off the call-waiting feature of your phone.
- Find a quiet location for attending the call. Avoid shuffling of paper and moving around on noisy chairs.
- End the call on time and let the participants know that the call is ended.
- Use the mute and unmute feature of your phone when not actively contributing to the conversation.
- Use appropriate equipment such as phones with handsets hard wired into phone lines and full digital duplex speakerphones. Avoid using wireless handsets and headsets.