When your team uses business conference call services, it’s important that everyone obey the fundamental rules of telephone conference call etiquette. These rules apply as the conferencing etiquette that all participants should maintain to make your teleconference a success. 

A lot of the rules which apply to regular meetings also apply when meeting on a phone conference call, so they will probably not be too surprising.  By respecting conference call etiquette, and handling the business meeting on the phone just as you would a face to face business meeting, you will get the most value from your corporate conference call.   While, it is true that no one can see the other teleconference participants, it would be wrong to take advantage of this situation. Also, please take note that everyone will realize that your attention is diverted away from the teleconference.

Keep in mind that after your conference call is over, you will leave an impression.  Make the best of your phone conference calling time and make the presentation of yourself,

It is imperative that everyone on the conference call observe these ground rules for the teleconference 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:

• Set up the teleconference in advance and provide the dial in number, pass code and other important points
• Inform everyone of the time zone that your conference call start time is being provided in.
• Be on time to attend someone else’s conference and start your own phone conference call on time, just as you would in a face-to-face meeting.
• Be prepared with all relevant documents and the subject matter.
• Pay attention to what others say.
• See that you participate actively in the conference.
• Realize that you will be speaking in front of a group without any visual cues or feedback.
• Use a phone with a mute button in a quiet, undisturbed room.
• Do NOT use a mobile phones or a phone that will pick up all sorts background noise. Calling from the middle of an open office like trying to have a meeting in a bar. If you can’t find a quiet place, mute your phone until you need to talk.
• Remember to UNmute yourself when you need to talk. No matter how salient your points are, when no one hears them - nothing happens.
• Treat the business conference call just like it were any other business meeting. You know the drill - have an agenda, take minutes, minimize tangents, etc.
• Make sure each caller introduces themselves - at least from the perspective of good minute taking.
• Say your name prior to talking. Don’t presume that all teleconference attendees recognize your voice. This is especially helpful for the scribe or minute-taker.
• When helpful, use guest speakers. Have a special or important member of the team or company deliver a few words at the teleconference’s onset. They can safely slip away without anyone being the wiser, and everyone will be acting at their best from then on out.
• Keep the conference call on-topic. If people talk go on and on, or talk at the same time, use your facilitation skills to get the teleconference back on track.
• Solicit input directly, using the audio conferencing participant’s name. Rather than being embarrassed about needing a question repeated, you will condition the attendees to give the conference call their undivided attention.
• Don’t drag chairs across the floor, crunch on carrots or chips, shuffle papers on the desk, clack away on the keyboard, tap your pencil on the table or anything else which will drive the other teleconference attendees insane.
• Make sure to formally bring the meeting to an end. Thank all of the conference call attendees for their time.
• Avoid rubbing on vinyl, leather, or pleather during the conference call. Every time you do, a sound very much like a certain type of bodily function is transmitted over the phone to the ears of everyone on the conference call.

The above are essential to a smooth and successful conference call.  Send a link to this article to your team if you think they might benefit from understanding better teleconference etiquette.