How to handle a conference call

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10 tips to effectively handle conference calls.

  • 1. Eradicate your background score. We all like to have a call, where there is no background noise. Similarly if there is a lot of background noise …
  • 2. Stick to the memo. Do not deviate from the topic of discussion. You have an agenda in hand which shows the topics of discussion. Be sure that you …
  • 3. Remember you are not visualising the people. While on a conference call, recall you cannot see the people. Hence you have to make use of your voice.
  • 4. Wait for your turn. If you have to say some thing or give any opinion of yours on the on-going discussion, wait for your turn. In the excitement of …

During the Call
  1. Remember your responsibilities as the leader. As the conference call leader, it’s your job to introduce everyone, move them on from topic to topic, and so forth. …
  2. Heed the agenda. …
  3. Mute yourself as necessary. …
  4. Know when to chime in. …
  5. Give everyone a chance to speak.
Sep 10, 2021

Full
Answer

How do I start a conference call?

Starting a conference call

  • Navigate to Message via the left-hand navigation bar.
  • Select a group or team conversation via the conversation list.
  • Click the More menu at top right in the center pane.
  • Click Start conference call .
  • Select Start in the Start an audio conference? window.

How to check if I am in a conference call?

  • The other person who added the third person informs you himself.
  • You are talking to a third person in the same call.
  • There are unexplained noises in your conversation and the only possible explanation other than network problem is the possibility of a third person listening to your conversation.

How to hold a successful conference call?

What to do when everyone is on the phone….

  • Introduce yourself as the leader, and allow all other participants to announce themselves. …
  • Always start the call on time, and conduct a roll call. …
  • Beyond introductions and agendas, the success of a conference call will largely depend upon the structure and purpose of the meeting, and your ability to manage the flow. …

More items…

How to host a successful conference call?

Tips on hosting a conference call

  • Agendas. You should create an agenda for every meeting. …
  • Notes. When you take notes, it can help you stay focused on the purpose of the meeting. …
  • Record the call. There are services available that enable you to record phone meetings. …
  • Visuals. Visuals are a great way to get the participants in your meeting to pay attention and participate in the meeting.
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What do you say when you start a conference call?

Opening the meeting – What do you say to start a conference call?Hello, everyone. Allow me to make a roll call before we start.Hi, everyone. … Now that we’re all here, I think we can start.I think everyone’s connected now. … I would like to welcome everybody here today.


How do you effectively lead a conference call?

Tips for Leading Conference CallsGet everyone’s attention.Welcome and thank your audience for joining the call.Introduce any new colleagues or visitors.Explain the purpose and objectives of the meeting.Outline the agenda.More items…•


How should you behave on a conference call?

Rules of Conference Call EtiquetteEtiquette on Conference Calls Matters. A conference call is like running slightly uphill. … 1) Have Good Body Language. … 2) Be Sure Your Connection Is Strong. … 3) Identify Yourself Whenever You Speak. … 4) If You’re Late, Don’t Announce Yourself. … 5) Use Your Mute Button.


How do you talk on a conference call?

How do I make a conference call on an Android phone?Step 1: Call up the first person you want to include in your conference.Step 2: Once the call connects, tap the “Add call” button. … Step 3: Find the next person you wish to add to your call and select their contact number. … Step 4: Tap the “Merge” button.More items…•


How do you say hello on a conference call?

Welcoming participantsHi … (name) you’re the first one to dial in so let’s wait for the others.Hello. This is … Peter from Hamburg.Good morning Peter. Thank you for joining us today.Hello, who has just joined the call?… (name) is also on the line.I just wanted to let you know that …


What do you say at the end of a conference call?

When the conversation seems to be wrapping up, say, “Thanks for your time, everyone!” When someone on the phone responds with “yes, thank you, too”/”this was great”/”have a good day”/”I’ll call you to follow up, Devon,” say, “Cool, talk soon!” Whatever specific words you choose, decide on two closing statements.


What are the do’s and don’ts of conference calling?

Conference Call Etiquette: 7 Dos and Don’tsBe on time.Fix technical issues beforehand (test equipment)Don’t eat or drink anything.Use the mute button (when not speaking)If the host…have agenda.Choose a quiet location.Speak up, silence isn’t always the right choice.


What should you not do on a conference call?

What You Should Not Say on a Conference CallAsking the Point of the Call. There is always the right and the wrong way to say certain things. … Apologize For Being Late on the Call. … Can You Please Explain What that Means? … Can I Interrupt You? … There is Too Much Background Noise so I Cannot Hear You.


What is teleconference etiquette?

Don’t Speak Over Others Like in a face-to-face meeting, it’s proper etiquette not to speak over others during a teleconference. Take notes about comments and feedback that you have, and politely wait your turn to interject. This way everyone has a voice during the meeting.


How do you introduce yourself on the phone?

Introduce yourself Say “Hello, this is (name)” to let people know who you are. If you answer the phone and the caller doesn’t give his name, you can say “May I ask who’s calling, please?”. Practise saying these simple phrases to help yourself feel confident at the start of any telephone conversation.


What is a good phone manner?

Examples of phone etiquette By speaking clearly and calmly, you’re also telling them that they have your undivided attention. Listening and taking notes: Rather than rushing a caller, proper etiquette involves listening to their concerns or requests while jotting down any information you deem necessary.


Do and don’ts of virtual meetings?

Do’sBe on Time. How many times have you been in a meeting where you are waiting on someone pertinent to the discussion? … Wear Your Pants. … Mute Yourself. … You Don’t Always Need to be on Camera. … Fix Your Background. … Don’t Multitask. … Don’t Eat. … Don’t Interrupt.More items…•


What do I talk about?

While the possibilities for what to talk about on a conference call are endless and totally depend on your business, there are a couple of general guidelines to follow.


How long should a conference call last?

Expect or plan for a conference call to last about an hour. It can definitely be less—there’s no need to fill time because you wanted to round to an even number in your email invitation. It can also be more in some cases, like a large event conference or an in-depth training video. But even then, a conference generally should not go over two hours.


Can you record a conference call?

Hosts typically can and should take advantage of recording features through their conference call service. Record the conference call start to finish, and make it available online for those who miss it. You’ll avoid the time and annoyance it takes to fill someone in on the material. Hosts should also send out a recap of the conference when it’s done, just as you would with meeting minutes. Include any plans made, deadlines imposed, or next actions to take.


Should participants state their name before speaking?

Participants should always briefly state their name before speaking, especially if everyone on the call can only hear their audio, they are not a main speaker, or they haven’t already spoken or introduced themselves. This will help keep it clear to both host and attendees who’s speaking and be able to attach context to the verbal content.


Should participants expect to speak directly to the current topic?

Lastly, participants should expect to speak directly to the current topic, and only when they have something valuable to contribute, or they are asked or addressed directly. This will help avoid everyone getting off-topic, and keep the call at a short length.


Can you take a side discussion that doesn’t fit in the current conference?

You can take a side discussion that doesn’t fit in the current conference “offline,” offering to discuss it individually with one person or the appropriate group of people later, perhaps after everyone else has left the call. Do everything in your power to end the conference at the same time you said you would.


What is the best way to keep static, breathing or background noise to a minimum when you’re not addressing?

Using the mute button is the best way to keep static, breathing or background noise to a minimum when you’re not addressing the call. Remind others to use their mute button if noise becomes distracting.


What to say on a team meeting?

Give a synopsis of what the team accomplished on the call and mention any items that need follow-up and who’s doing them. This can unite and motivate the team while making sure everyone clearly understands any directives. For example, ” Thank you everyone. Jill will send meeting minutes this afternoon and Tobias will pull sales statistics for end of quarter earnings by Friday. ”


Why is it important to have a conference call?

Conference calls can be just as important and productive as in-person meetings, with the goal of helping teams meet their work responsibilities or collaborate on projects. From international business to remote team members, learning proper phone habits for conference calls is essential for any industry or field. In this article, we explore 28 tips for conference call etiquette to help make your next phone meeting a successful one.


How to foster collaboration on a conference call?

Foster collaboration on the conference call by calling on colleagues to share insights. This can help generate more ideas from the team or support coworkers who might be less confident to speak up on their own.


What to check before using a phone?

Check all of your connections ahead of time, including any device battery levels, headsets, video elements or other technology, particularly if you’re using new equipment or an unfamiliar phone system. This gives you time to fix any issues you might encounter.


How to introduce yourself on a conference call?

Establish the leader of the conference call and any guest speakers by introducing yourself and others who will be talking. Also consider introducing those on the line listening, particularly if it is important for the speaker to know who will share insight later in the call. Say a brief hello once you’re introduced so others on the line can hear what your voice sounds like. Should someone talk without identifying themselves, let them finish their thought before politely asking them to say their name.


What to say when leading a call?

Whether you are leading the call or taking part, acknowledge potential disruptions if you’re not in an ideal location. A simple explanation shows respect to the host or guests and can be as concise as “I apologize for the noise, I’m standing outside.”


How far ahead should you dial in for a meeting?

The leader should make sure to be dialed in at least two minutes ahead of time, so that they can set the tone from the start—and avoid any small talk as people call in. “What’s going to happen is if you and I start chitchatting, all these people just start beeping in and then it’s just a cluster,” she says.


What should be included in an agenda?

On that agenda, include anything that people should know . For example, is it a phone call or a video call? Who will be on the call? What is the purpose of the call? How long will it last? What is the dial-in information? Abbajay says the agenda should outline the objectives for the call, as well. “Let’s say we’re going to plan a party. Objective No. 1 is let’s determine a date. No. 2, who’s coming? No. 3, we’re going to talk about the food,” she says. The objectives help map the call out, so that participants know what to expect and can prepare.


Is a conference call a waste of time?

An ineffective conference call can be a waste of time. These experts give their tips on how to take charge and run a productive conference call.


Who is the CEO of Careerstone?

Abbajay, who is president and CEO of Careerstone Group, a managing consulting firm based in Washington, D.C., has led thousands of virtual meetings and participated in more bad conference calls than she cares to count. She says the answer to how to run an effective conference call is taking charge: “It’s all about taking control,” says Abbajay, who is also author of the book Managing Up: How to Move Up, Win at Work, and Succeed With Any Type of Boss.


How to make your phone sound better?

To ensure the best audio quality, ask participants to install a noise-canceling app, such as Krisp, beforehand to eliminate the noise that they can’t avoid in their space.


Why is it so confusing to have too many people on a conference call?

With too many people on an audio call, it can get confusing because you have to distinguish between so many voices. Whomever you choose to invite, make sure they really need to be there. For the rest, you can simply send them notes from the meeting.


What to do when someone is presenting?

If an idea or question comes to you while someone is presenting, take notes and wait for the speaker to finish before you chime in.


What to do as a leader in a meeting?

As the leader, you’ll have your hands full managing speakers and making sure the meeting is running smoothly. Request that someone else take notes so you can send those meeting minutes to everyone after the call.


What to say when a presenter is done speaking?

Each time a presenter is done speaking, thank them, sum up what was said, and ask if there are any questions or comments.


Can you announce yourself on Zoom?

Announce yourself as you join the meeting (as long as you’re not late). This suggestion depends heavily on the type of web conferencing app you’re using. Some, like GoToMeeting, will chime a bell when someone enters. Others, like WebEx, have an option where the app automatically announces the participant’s name as they join the call. And still others, like Zoom, will let you as the host hold attendees in a waiting room, and it will show a list of present attendees, so announcing one’s self may not be necessary.


How to kick off a meeting after everyone has joined?

Once everyone has joined, kick off the meeting by announcing who you are, who else is on the call, and what the purpose of the meeting is. You can also go over some ground rules, such as:


How to treat coworkers during a conference call?

Treat Your Coworkers With Respect. Participants often forget to act with basic manners during a conference call. That means announcing yourself when you join a meeting, thanking the presenter once it’s done, and saying goodbye to your coworkers before you leave. Not all conference calls are the same, however.


What are some distractions that can interrupt a conference call?

Nothing sidetracks a meeting faster than distracting background noises. Ambient conversations, traffic, and even the sound of someone eating or breathing can interrupt a conference call.


How to make sure everything is going to run smoothly?

The best way for organizers to make sure everything is going to run smoothly is to schedule a trial run first. This is especially true if your invite list is large. One small hiccup can send your teleconference spiraling out of your control.


Why is video conferencing important?

Video conferencing can help if multiple people need to share physical objects. If your team has new design materials and mockups to review, for example, video may be the best way to do it. Video can also have major drawbacks. Any eye roll, giggle, or other disruptive behavior could be projected on a big screen.


What to do if your meeting includes special rules?

If your meeting includes special rules, explain them in detail in the invitation.


What to do if you’re not sure how to behave?

If you’re not sure how to behave, just imagine what you would do in person.


Why do you double check everything before sending a conference call?

Even a small typo in any of this information can prevent people from taking part in your conference call. That’s why you need to double- and triple-check everything before you hit send.


How many seconds does Silently count when closing a call?

Silently count 5 seconds when closing the call.


Why do you address someone by name?

Address someone by name if you want them to respond so there aren’t awkward pauses if someone isn’t paying attention or aren’t sure who needs to answer something.


How to start a small talk?

Don’t start unless the key people are there so you don’t have to repeat things. Begin with a summary of the agenda and purpose of the meeting . When appropriate, take time for everyone to make introductions being clear about position and role.


How long before a meeting should you join a call?

Join the call at least a minute or two before the scheduled meeting time.


What to do before a phone call?

Before the call. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected . Technical difficulties during the call can throw off the rhythm of the conversation and waste everyone’s time.


Why do we need to conduct conference calls?

Whether you work in an office setting and need a supplemental phone call in place of a face to face meeting or you work in a distributed or remote work environment where conference calls are the norm, conducting them effectively is essential for team collaboration and decision making.


When to introduce yourself on a conference call?

Always introduce yourself when you join the call. Some people get connected and stay quiet. If the person joining the call does not introduce him/herself, the person conducting the meeting should ask “who just joined the call?” This ensures everyone is aware of who else is in the call.


How to start a meeting off poorly?

Nothing starts a meeting off poorly like showing up late. Make it a point to be punctual. Sign on early and start the meeting on-time. If you have stragglers signing on after the call, make it a point to redefine the expectation.


Why are visual aids important?

It’s easier to focus on a conversation when the eyes have something to focus on. Visual aids can be an anchor for your participants. It helps drive your point home while keeping them engaged in the conversation.


Is it easy to do a conference call?

Executing a productive conference call isn’t as easy as some may think. When people aren’t physically present in a meeting, it’s more tempting for them to get distracted or try to multi-task.


What to say before emailing someone after they call?

Agree before the call which person is calling whom and at which number. Emailing three minutes after the call was supposed to start with, “Where should I call you?” wastes everyone’s time.


What to do if you are checking email during a call?

If you find yourself checking email during most of your calls, they are either too long, they are too many people involved, or you don’t need to be on them. Five minutes before the end of the call, warn everyone that it’s wrapping up , and ask if there are any questions.


What is the job of a call organizer?

If you are the call organizer, it is your job to call on people to participate if they are not speaking up and someone else is monopolizing the conversation.


How to avoid signal issues on landline?

The more people on the line, the less everyone pays attention. Make sure you are taking the call from a quiet location with a good signal. Using landlines whenever possible helps avoid signal issues.


What to do if you are waiting for stragglers?

Waiting for stragglers only encourages them. If you are joining a conference call, immediately introduce yourself so no one is surprised that you were listening in for three minutes on what they thought was a one-on-one conversation. If someone joins late, do not catch him or her up. It wastes everyone else’s time.


How many people should be on a roll call?

In the first few minutes of each call, confirm how long everyone has to talk, so you can manage the conversation accordingly. If you have more than three people on the line, the organizer should do a quick roll call to make sure everyone is there, and introduce them briefly if possible.


What to do if you call but don’t pick up?

If the person you are calling does not pick up, do not leave a message the first time. Try again one or two minutes later, and if they don’t pick up, leave a message and also email, letting them know you called and stating how much more time you’ll be available. Don’t call again after that unless it’s urgent.

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What Do I Talk About?

  • While the possibilities for what to talk about on a conference call are endless and totally depend on your business, there are a couple of general guidelines to follow. First, you should stick to one general topic for the call for best results. While many may use conference calling for standard weekly meetings, it’s best to avoid having a conferenc…

See more on conferencecallsunlimited.com


How Long Is It?

  • Expect or plan for a conference call to last about an hour. It can definitely be less—there’s no need to fill time because you wanted to round to an even number in your email invitation. It can also be more in some cases, like a large event conferenceor an in-depth training video. But even then, a conference generally should not go over two hours. If you’re the host, do your best to reroute co…

See more on conferencecallsunlimited.com


Who’s there?

  • So who are all those other faceless voices on your phone conference, or that one person seemingly writing a novel via the chat on your web conference? Conference call hosts should know exactly who’s on the call by opting into features that allow them to see who joins in, what their names are, and when they leave. Many phone conferencing services will allow you the opti…

See more on conferencecallsunlimited.com


What If I Miss It?

  • It happens—despite your best intentions, the reminders that a call is mandatory, and the ways you can access it on-the-go, you’re going to miss an important conference call from time to time. However, there are several ways to make this easier on you, the host, and the other participants. Hosts typically can and should take advantage of recording features through their conference ca…

See more on conferencecallsunlimited.com


Before The Conference Call

  • 1. Choose the right web conferencing app.
    While you could certainly lead a conference call that’s purely audio, it can be helpful and more engaging to supplement the call with a screen share. There are many web conferencing appsthat allow you to do this. For example, you could host an audio-only Zoom call but still be able to sha…
  • 2. Cull the attendee list.
    With conference calls, the fewer attendees, the better. With too many people on an audio call, it can get confusing because you have to distinguish between so many voices. Whomever you choose to invite, make sure they really need to be there. For the rest, you can simply send them …

See more on krisp.ai


During The Call

  • 1. Remember your responsibilities as the leader.
    As the conference call leader, it’s your job to introduce everyone, move them on from topic to topic, and so forth. As people enter, either make sure they’re in a waiting room (like Zoom has), or be sure to publicly acknowledge them by saying something like, “It looks like Janet has joined. H…
  • 2. Heed the agenda.
    Keep the agenda before you at all times so you have a better idea of who’s speaking next and when to wrap up any Q&A sessions. You’ll also need to refer to it to transition more smoothly. For example, “Okay, everyone, that concludes the questions about our Q1 finances. Let’s move on no…

See more on krisp.ai


Ending The Call

  1. Throughout the meeting, chime in to give a meeting countdown, such as, “We’ve got five minutes to wrap up here.” This ensures things run according to schedule and the meeting doesn’t go over time.
  2. If there is time remaining, you can open the floor for any final remarks or questions.
  3. Before dismissing everyone, summarize what was decided and outline any next steps. Be sur…
  1. Throughout the meeting, chime in to give a meeting countdown, such as, “We’ve got five minutes to wrap up here.” This ensures things run according to schedule and the meeting doesn’t go over time.
  2. If there is time remaining, you can open the floor for any final remarks or questions.
  3. Before dismissing everyone, summarize what was decided and outline any next steps. Be sure to thank everyone for attending.
  4. Once the call is done, email the meeting minutes and action steps to the attendees.


Cure Your Conference Call Woes

  • Yes, conference calls are a challenge—but they’re nothing you can’t handle. With these tips on how to lead a conference call, you’ll conquer your next meeting with ease.

See more on krisp.ai

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