Understanding Conference Call Etiquette
By Ajeet Khurana
Like in other meetings, there are etiquettes for conference calling. These rules apply as the etiquette that you should maintain to see to it that the call achieves what it set out to.
You should respect the etiquette of a conference call, and deal with a conference meeting just as you would deal with a person sitting face to face. It is true that no one can see you, but it would be wrong to take advantage of such a situation. Also, do remember that everyone will somehow know if your attention does not seem to be on the conference call.
Remember, that you always leave an impression when you finish your conference. So you should make the best presentation of yourself, irrespective of whether anyone can see you or not.
Ensure that you familiarize yourself with the ground rules for the conference meetings, and what you should or should not do. You must be able to draw the attention of the participants by following the right teleconferencing manners. You need to make sure that you make a good impression on others. The basic rules for maintaining conference call etiquette are as follows:
1. Be on time to attend the conference.
2. Be prepared with all relevant documents and the subject matter.
3. Pay heed to the opinions of others.
4. See that you participate actively in the conference.
The above are very preliminary things that you can do to ensure that there are no hiccups.
In some conference call systems, the set is programmed to beep when a new person joins in. This beeping can confuse and disrupt ongoing conference calls. However, in most of such conference call equipment you can turn off the beeping by dialing a code. If you are not sure regarding about this, you should check with your local phone service provider.
If you are the host of the conference call, it is expected that you will arrive a few minutes early and greet all the participants. While you are doing this, you will also find out if everyone is present and what is a good time to start the meeting. Presenting yourself earlier would also help you to deal with the pre-mature discussions which could be rather insightful.
Though people are in a different place from where you are, it is always pertinent not to indulge in something else while a con call is in progress. You should not walk into a conference call with a bag of potato chips and munch away while attending the meeting. Always remember that such sound travels through the network and may be audible to the other people who have joined the discussion.
As a host, you should introduce each person as and when all the participants are online. As you introduce each person, briefly explain the background of the person. If the use of cell phones has not specifically been included in the conference call, you should switch off your cell phone, or put it on vibrator mode. Most often, one would be requested to switch off one's mobile phone and pay full attention to the conference.
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