Conference Call Etiquette
Make sure you are in a quiet location where you will not be disturbed.Use appropriate equipment
If possible, always use a phone with a handset that is hard-wired into the phone lines for audio conferencing. Be sure to TEST the working condition of your equipment before an important conference call!
Cellular or cordless phones are more likely to cause static or other distracting noise that they pick up on the airwaves.
Speakerphones pick up lots of background noise, and sometimes cause "clipping" because of the limitations of the equipment. If you are using a speakerphone, try to find one that is "full digital duplex"--this will allow all parties to speak at the same time with no clipping. And if no one in your room needs to speak, use the "Mute" button on the phone to prevent background noise from disrupting the teleconference. When someone needs to speak, simply release the "Mute”
Be on time or early!
It is especially helpful for the host or chairperson of the call to arrive a few minutes early to greet each of the participants, and let them know whether everyone is ready to start yet. Your presence in these opening minutes will also help you head off any premature discussions the participants might begin before you're ready!
Introduce yourself when you begin speaking
Others may not know your voice!
Don't put your phone on HOLD to do something else
Your hold music will play into the conference call, and make it impossible for the other participants to continue the meeting in your absence!
Try to stay on schedule
Stick to the minutes per topic laid out in your agenda, and be respectful of others' time!
End the call clearly
Make sure all the participants know that that meeting is formally over, and stay on the line to ensure that everyone hangs up. If they stay on the conference call, it will show up on your bill!
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