Get More Out Of Your Conference Call By Observing Proper Etiquette

Feature: Page (1) of 1 - 09/08/03

Get More Out Of Your Conference Call By Observing Proper Etiquette Tips to help avoid common conference call missteps By Ed Wadbrook

As telephone and web conferencing grows in popularity, more and more people are discovering there is a right way and a wrong way to conduct conference calls. Even seasoned veterans suffer from occasional lapses in conference etiquette. The results are often disconnections, Muzak, or broadcasts of otherwise private conversations. Ed Wadbrook, senior vice president of Boston-based conference technology developer, Sonexis Inc., offers the following tips to help avoid many common conference call missteps.

Start on time.

Dial or login a few minutes early -- especially if you are the host. Many conference systems require the call host to be connected before a conference can begin. Be considerate of others' time.

Introduce yourself.

Always introduce yourself and your organization before speaking. If using a speakerphone, stand up and smile while talking to sound more energetic.

Make connecting easy.

Provide all telephone and web conference information in one simple email, clearly stating date, time and purpose of call. Some systems are compatible with scheduling software such as Microsoft Outlook; be sure to provide all necessary information. Don't make it difficult to find the conference and login.

Make sure you're secure.

Some bridges are 'always on,' allowing participants to dial in and listen to a conference in progress at anytime, even if they're not invited. Conference-specific security, however, allows only invited participants to access a specific conference.

Keep calls short and interactive.

A conference can turn into a monologue. Encouraging dialogue is a key ingredient to a successful conference. Ask open-ended questions like, "What do you think about that last point," to get others involved. Additionally, new Web technologies such as anonymous polling, allow the audience to provide feedback and remain engaged in the call, while also providing important feedback to the host.

Minimize noise and interruptions.

Put your phone on "do not disturb;" turn off cell phones; close your door and windows; refrain from unnecessary typing; disable call waiting. And mute your phone if you need to step away -- placing your line on hold may introduce music into the call.

Confirm everyone has disconnected.

Sometimes, colleagues will continue to talk with one another after a call, not knowing that some participants may not have signed off. This can lead to potentially embarrassing situations.

Be aware of cost.

Conference services charge as much as 39 cents per minute for each conference line. Some services allow calls to continue after the host has hung up. Understand your options and how your system works to control costs.

By applying these simple rules, you can ensure a more positive, productive conferencing experience.

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