How to improve conference call skills


How to improve your conversation skills
  1. Obey the two-minute rule. Conferencing conversation skill numero uno. …
  2. Listen carefully. You think you know how to listen. …
  3. Ask thoughtful questions. …
  4. Never brag. …
  5. Don’t over or under-share. …
  6. Match their body language. …
  7. Show respect.

How can I get better at conference calls?

Here are a few tips to make sure every conference call that your business schedules is a productive one.Control the environment to minimize distractions. … Ensure easy meeting access to maximize attendance. … Stay on task to keep meetings productive. … Encourage participation to open lines of communication.

How can I improve my video conferencing skills?

11 top video conferencing tips and tricksTest your technology before you begin. … Dress professionally. … Prepare as you would for any other meeting. … Remove clutter and distractions from your background. … Limit your fidgeting. … Have great lighting. … Ensure your internet connection is speedy.More items…

What are the speaking skills for video conferencing?

How Can You Communicate Effectively Via Video Conferencing?Setting an agenda prior to the call.Being aware of different time zones.Getting rid of any distractions such as other devices or obstacles within the room.Ensuring that you are familiar with the features of video call conferencing.More items…

What is the key point to remember during an online video conference?

Ensure Proper Lighting For instance, overhead lighting creates shadows under your eyes, so avoid sitting beneath it, if possible. For enhanced lighting, use natural or soft light sources. Putting two or more light sources into play can really make a difference.

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 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. ”

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 to make a conference call?

1. Control the environment to minimize distractions 1 Find a quiet space to minimize background sounds and distractions. Eliminating disturbances is especially important for the meeting host. For example, a large room could have echoes or a corner near the window could have street noise. 2 Test your conference call technology before you get started to make sure your microphone, speaker, and video are all in working order and at a good volume. 3 Stay on mute when you’re not speaking. Even small sounds like the wind blowing, or a neighbor’s dog barking, can derail a fruitful conversation. 4 Use a headset with noise-canceling microphones to improve audio quality. A hardwired headset will commonly have better quality than Bluetooth. 5 If sharing a small room or office with a colleague, avoid having each person call into the conference call as it could create a distracting feedback noise.

Why is a conference call important?

High-quality conference calls have clear audio and sharp video qualities, a prepared host with a streamlined agenda and a high level of participation from attendees. A productive conference call not only promotes collaboration, but it can also help get projects done faster by clearing up confusion and finding opportunities to be proactive.

How to start a conference call early?

It’s important for the meeting host to join at least 5 minutes early to kick off a productive discussion. Send out a focused agenda at least 24 hours ahead of the conference call. Consider allowing participants the ability to add questions or feedback before the meeting.

How to improve audio quality?

Use a headset with noise-canceling microphones to improve audio quality. A hardwired headset will commonly have better quality than Bluetooth. If sharing a small room or office with a colleague, avoid having each person call into the conference call as it could create a distracting feedback noise. 2.

How to optimize agenda?

Optimize the agenda by writing the meeting’s topics in the form of a question and specifying the goal for each one (such as “for decision” or “for Q&A”).

Why is it important to have a high quality meeting?

That’s why it’s valuable to have effective technology, prepared meeting hosts, and high levels of participation to help take teamwork to the next level.

How to avoid crosstalk?

Keep statements short and direct to avoid crosstalk. Try to rein in long-winded digressions.

How to have a good conference call?

1. Make an Agenda and Stick to It. The first of our conference call tips is simple: be prepared. As is the case with every meeting, good preparation is key to having good conference calls. Just because a meeting is taking place over the phone instead of in-person doesn’t mean you can get away with being unprepared.

How to get people to participate in a conference call?

If you notice that someone is not participating on the call at all, asking them for feedback can be a quick way to get them to actively join the conversation. After presenting something on a call, a fast and easy way to ignite conversation is to ask specific people for specific feedback on what you’ve laid out. It might seem scary to get everyone’s opinions on your ideas, but it’s worse to have to wait until after the conference call to find out that someone has critiques. Plus, you might find out they love what you had to say!

Why do you put your phone on mute when you aren’t talking?

Mortification ensues as the rest of the call participants grow silent, and the non-muted culprit realizes their grave mistake. As a courtesy to others, and to ensure the call moves as quickly as possible, always put your phone on mute when you aren’t talking.

How long is a snow day meeting?

Snow days are rarely applicable to adults but finish a scheduled 60-minute meeting in 32 minutes and everyone will feel like they just got out of school early. 5. Announce Yourself When You Join. As far as conference call tips go, this one can get overlooked, especially if your company has a lot of calls.

Why is it important to repeat important comments?

For this reason, it’s important to repeat any important comments as a way to helpfully reiterate what they might have missed.

How to make a good agenda for a conference call?

In the agenda, lay out the objective of the call, and set a timeline for each topic that needs to be discussed. Then, if certain participants should lead different sections of the call, it’s vital to assign each section to the corresponding employee or participant. This will ensure that as you transition from one section of the call to the next, no one will be surprised when you ask them to take over the call.

What are the downfalls of conference calls?

One downfall of conference calls is that visual cues are totally missing. It’s easy for people in remote locations to get distracted by whatever they are doing separate from the #N#call. Keeping everyone engaged and focused can be challenging in any meeting, but conference calls bring their own unique set of challenges. The temptations of multitasking can be enticing, and productivity can wane quickly.

Test your equipment

The starting point isn’t the conference itself—your setup is just as important as your delivery. Let’s face it: you might think you know how the conference will go, but the vision and the reality are frequently quite different.

Polish your presentation

If you’re giving a presentation, rehearse it ahead of time. Web conferencing programs generally let you see your notes and slides as you move through your presentations. Let these tools help guide your presentation, and practice how you’ll use them. Prepare two-way conversation prompts and activities in your presentation, too.

Establish a professional setting

Preparation isn’t just a technical matter. As you prepare for your web conference, make sure that you and your background look professional, especially if your web conference is for an interview, a presentation, or a client-facing meeting.

Address the camera

Once you’re perfectly prepared, it’s time to conduct your meeting or deliver your presentation.

Get feedback

To really get the most out of your web conference, check in with your audience for regular feedback—not every few minutes (that would be too much), but every once in a while—to gauge the video and audio quality and to make sure your audience understands you.

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 many seconds does Silently count when closing a call?

Silently count 5 seconds when closing the call.

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.

When not speaking, should attendees mute their phone/mic?

When not speaking, attendees should mute their phone/mic, especially if they are in a place where background noise is present or possible. It can be very distracting to suddenly get an earful of background noise when trying to speak.

Why is it important to print out conference calls?

Printing out and keeping a list of the phone conference controls can also save employees from forgetting functions or making mistakes during an important conference.

What are the drivers of conference call quality?

The most significant drivers of conference call quality are reliability and ease-of-use. If a service is too complex, human error can lead to problems. There is nothing more embarrassing than launching a conference call only to realize you don’t know how to use your service or audio equipment.

What is the second mute option?

The second muting option is for the host to control the muting and unmuting of all meeting participant lines. If you’re the host, this allows you to control when people speak, as well as keep track of who is saying what. This comes in handy when recording meeting minutes. When participants have something to contribute, they virtually raise their hand and request to speak, and you unmute their line at the appropriate time.

Why use a headset for conference calls?

Use a Headset for Quality Audio. When taking a call solo or from a remote location, a headset is an invaluable tool when it comes to optimal conference call quality. Whether you’re calling in from a landline, cell phone, or computer using a headset will make the audio sound clearer. Plus, it has the added benefit of allowing you to be handsfree, …

How to avoid bandwidth issues?

You can also proactively avoid bandwidth issues by asking all participants to check their internet speed before joining a call. If they’re experiencing bandwidth issues, suggest they close out their other applications that are using the internet. Additionally, they may need to move to another location or find a landline to call in from.

How to avoid room-related audio issues?

To avoid room-related audio issues, get acquainted with your building and discover which meeting rooms will best suit your meeting purpose. Look for a room that has solid walls, is not larger than necessary and does not contain any noisy fans or HVAC systems.

Why is it important to allow everyone to talk freely?

While allowing everyone to talk freely can encourage open collaboration and brainstorming, it can also create mass confusion and poor call quality. When all lines are open there are inevitably times that attendees will unintentionally interrupt, talk over each other, or try to carry on side conversations.


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