Using conference calling can be a great way to connect a number of people in different locations who need to have a meeting or discussion about something that can be carried out effectively, without seeing each other face to face. It can make business processes happen more quickly and efficiently in many cases, and can often allow people to participate who otherwise would not be able to. Of course, there are pros and cons to be considered. Since conference calling makes it possible for people who work at home to participate in these calls, there is always a risk of unwanted and inappropriate background noise. There is also a risk of inexperienced users accidentally putting on hold music, hanging up, or causing some other problem. New users may also be unfamiliar with basic conference call procedures for entering and leaving a conversation. Following a few simple etiquette guidelines can take care of all of these and many other problems and ensure smoother, more effective conference calling for everyone involved.
Naturally, it is important for participants in these types of calls to be aware that they will be speaking effectively to a large group of people and to become comfortable with the fact that they will not be receiving any visual cues or feedback. This can make am important difference in the way a given idea or collection of data is presented.
Users should also be careful to use the right phone in a quiet location where they will not be disturbed. If you are participating in a conference phone call, you will want to make sure that you do not use a cellular telephone or other type of phone that tends to pick up a lot of background noise. You should use a conference room if possible rather than calling directly from the middle of an open office. If you absolutely cannot find a quiet place to go, you should learn how to use the mute button and be careful to use it at all times except when you are speaking. Be careful not to make any distracting noises by shuffling papers, humming, tapping pencils, or making any other unnecessary movements.
Naturally, an important part of conference calling is setting up meetings in advance and to communicate all information, such as the dial-in number and the time, to everyone involved. Be careful to check into time differences in different locations so that no one is missed. Meetings should begin on time, and attendance should be noted so that everyone knows who is participating. It is generally a good idea to get everyone to introduce themselves in order to break tension and get started. You should also announce your name before you speak so that it is clear to everyone who says what.
Asking for input from individuals by name helps them to pay attention and feel included. It is also best to close all calls formally and thank everyone involved for their time.
By Kristin Cleveland