Conference Call Etiquette—Butting In and Bowing Out

“I’m just about to go into a meeting,” somebody says to you. Do they mean “with people down the hall” or “with people in Beijing and Biloxi?”

With no definitive studies on the issue, my guess is that we have as many teleconferences today as face-to-face meetings. But attendees often leave teleconferences with far less clarity about who said what when, as well how they plan to follow up. Why? It’s the mechanics of the communication that confuses.

Here are a few tips that can make your teleconference more productive and less stressful.

Mute Yourself on a Conference Call, Webinar, or Teleseminar

Unless you’re speaking, use the mute button to block background noises. Otherwise, other callers on the line can hear all sorts of strange, interrupting noises: barking dogs, construction crews working next door, people popping into your doorway to say hello, your opening your drawer for a tissue or a pen, paper shuffling, computer keys clicking.

I was once on a teleseminar in which someone’s heavy breathing became so loud that the host asked a couple of times for all of us to mute ourselves. Finally, when the loud breathing didn’t grow quieter, the host had to announce point-blank, “Someone is breathing heavily into the phone and making it difficult for others to hear. Please put yourself on mute.” Evidently that caller had fallen asleep, because it took three such direct pleas before the caller muted himself.

Announce Yourself at the Appropriate Time on a Conference Call

Like the baby bear’s porridge, you want to announce yourself just right. Not too early. Not too late. Just right. Don’t announce yourself immediately when you enter because you may interrupt the ongoing chitchat among other early arrivers. Neither do you want to lurk in the silence without announcing yourself. That’s like eavesdropping from outside the door. Enter the call, wait for a few seconds until there’s a lull in the conversation, and then announce your name.

Repeat Your Name When There Are Multiple Strangers on the Line

You can’t tell the players without a program. So with multiple people on a call, before you speak each time, restate your name. It’s difficult to keep straight who said what when you can’t see faces. However, because your colleagues may forget to do so, you may want to make yourself a voice chart during the “introductions” part of the call. Jot down any distinctions about a person’s voice to help you recognize who’s talking. For example, Jennifer—southern drawl; Nick—Boston accent; Ava—screechy pitch; Heather—hoarse; Bilton––tentative tone/shy.

Say Goodbye If You Must Leave a Meeting

“What do you think about that plan, Juan? Juan? Are you there? “Did Juan leave?” “Did Juan say he had to leave early?” “He didn’t mention it.” “When did he leave?” “Was he on the line when we discussed who should be responsible for notifying the crew in Chicago?” “I don’t know.” “I think he heard the part about the budget.” “Well, if he wasn’t, somebody needs to get him up to speed, because ….”

You get the picture. Don’t leave your colleagues in the dark without warning. And if you know ahead of time that you’ll be leaving the meeting early, tell them so upfront. Otherwise, if your departure later falls during a heated discussion, they may think you left because you got upset.

Lighten up—but aim not to confuse or tick people off by overlooking the simple mechanics that make teleconferences work well. While typically not as much fun as snacks and banter in the boardroom, teleconferences can be as engaging and productive.

Article written by Dianna Booher 
Original article on connectture.com : http://connectture.com/pa-1752.aspx