Conference Call Etiquette

Conference calls have so many benefits: They save time and travel expenses. They don’t need a lot of advance planning. They can be scheduled days before, or even the same day. They can be set on a regular schedule, or scheduled whenever necessary.

Conference calls can be used for conducting team meetings, communicating with telecommuters or customers, conducting training sessions, and motivating employees.

To keep problems and frustrations to a minimum, keep the following in mind:

• Confirm the time, date, and time zone. Print the conference call information and phone number, and post it where you’ll see it. Go to http://www.time.gov to make sure your watch is accurate. Be sure to allow for any change in time zones between yourself and the call moderator.

• Print and have handy any necessary agendas or worksheets. Be sure to have within reach any information you may need, and a pad of paper and pen for taking notes.

• Use the restroom, and have a glass of water by your phone so you won’t have to excuse yourself during the call.

• Turn off cell phones, pagers, and fax machines that might ring or make noise during the call. If you’re using a multiline phone, turn off the ringers. Move your BlackBerry away from the phone because it may make noise or cause interference.

• Use a landline. Although technology has improved, you’ll get a clearer connection if you use a corded phone. Cell and cordless phones can cause an echo and static. If you must use a cell phone, be sure the battery is fully charged, and stay at a place where your signal is strong.

• Call in early. A few minutes before the conference call, dial the conference phone number and enter any user codes. This will allow extra time to call in again if you hear static on the line or get a busy signal. (If you have a call-waiting feature on your phone, disable it before calling into the conference by first dialing *70 and then waiting for the dial tone.)

• Introduce yourself. When you enter the conference call, introduce yourself, stating your name and location. Then, every time you speak during the call, say your name because people may not recognize your voice.

• Mute your phone. Muting keeps distracting sounds from disturbing the call. Your moderator may be able to mute all the participants at once and then unmute them for discussion. Otherwise, your moderator may tell you how to mute your phone by dialing a specific number. You also may mute the call using the mute feature on your telephone. If you’re using a speaker­phone, keep it muted until someone at your location wants to speak. If the call can’t be muted, don’t shuffle papers, type on your computer, or make any other distracting noises that will be amplified on the call.

• Don’t put the phone on hold. If you have to step away, don’t put your phone on hold during the call or the other conference participants may hear your on-hold music. Instead, use the mute feature.

• Be brief. If you want to make a comment, be brief and concise. Don’t ramble on and monopolize the conversation.

• Speak clearly. Be sure to speak slowly, enunciate your words, speak directly into the telephone mouthpiece, and speak loud enough to be heard.

• Excuse yourself. Some conference calls beep when a person hangs up the phone, so if you have to leave the call early, you may want to let the other participants know you’re leaving.

Finally, at the end of the call, be sure to unmute your phone, thank the moderator, and say goodbye to the other participants.