What to say when joining a conference call



How to check if I am in a conference call?

  • Take the call from somewhere other than the conference room where the leader is, so you can do meaningful work.
  • Let the organizer know in advance by email that you have to leave the call after the first 30 minutes. …
  • For meetings that are 100% useless, suggest to the organizer that they be held every other week instead of weekly.

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How do I set up a conference call?

What is the proper etiquette for audio conference calls?

  • Don’t be late. A lot of people get into the habit of dialing in at exactly the designated time of the meeting. …
  • Stay on mute when not speaking. Even if you’re not speaking, your mic is picking up noise from your surroundings—which everyone in the call will hear.
  • Introduce yourself before speaking. …

How do you create a conference call?

How do you set up a conference call? You can set up a conference call in three simple steps: Set up your Conference call Choose a date/time of your conference call. Invite participants to the call Send all participants an invitation with your PIN, date/time and dial-in number(s).

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. …

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What do you say when you join 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 …

How do you introduce yourself on a conference call?

I’m [name], and I’m [professional title] at [name of company], where I [main responsibility], and I’m currently working on/passionate about [what you’re working on/passionate about right now].

What is conference call etiquette?

Good conference call etiquette means contributing to the conversation and being attentive to others. Being distracted during a conference call can: Make you miss important information. Slow down the meeting by making people repeat things. Make your colleagues feel disrespected.

What to say in introduce yourself?

Here are some examples:Morning! I don’t think we’ve met before, I’m Aryan.Hey there! I’m Surya. I’m new—I just moved to the building a couple of days ago. … Hi Amy. I heard it’s your first day so I thought I could reach out and introduce myself. We haven’t officially met but I’ll be working with you on this project.

How can I start my self-introduction?

Just sit back and note down the following pointers on how to ace self-introduction.Dress Appropriately. … Prepare what to say. … Begin by Greeting the Interviewer. … Include your Educational Qualifications. … Elaborate on Professional Experience (if any) … Mention your Hobbies and Interests. … Be Prepared for Follow Up Questions.More items…

What should you not do on a conference call?

5 Things You Should Never Do on a Conference CallMultitask. You might think you excel at splitting your attention in multiple directions. … Chew, Smack or Snack. … Forget About the Beauty of Mute. … Wear Noisy Jewelry. … Subject Your Colleagues to the Noisy Din of the Airport. … Related Posts:

How do you greet in a virtual meeting?

Welcome + Greeting + Introductions If it’s your first time meeting them, formally greet everyone and give a brief introduction of yourself when the host prompts you. If you’re the host, you should introduce yourself at the beginning of the meeting.

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

Here are some dos and don’ts to keep close by as you participate in your first conference calls.Do: Arrive early or on-time. … Don’t: Forget the log in details! … Do: Announce yourself when speaking. … Don’t: Use slang or short-forms. … Do: Learn the technologies and know where the mute button is. … Don’t: Talk over people.More items…

What’s the standard “wait time” for others to show up in a conference call?

It depends on your schedule and what the nature of the call is. If it’s a qualified prospect for a sales call, you might give them 10 minutes, and…

Is it rude to stay silent if you join a conference and you’re waiting on colleagues?

Yes, it’s rude! The conference host can see that you are on, so just say hello and something like “I’m expecting Joe to join soon, I’m going to mut…

Can I record a conference call?

Yes, conference calls can be recorded, and depending on the state you are conducting business in, most states do not require consent (one party con…

How long should I wait for others to show up on a conference call?

When it comes to phone conference etiquette, there’s not one single answer to how long is too long to wait for other participants to join. In gener…

what is a conference call?

A conference call is basically a telephone-based meeting that involves multiple attendees. Also called an audio conference, it’s traditionally star…

So how do you actually start a conference call?

Subscribe to a (reputable) conferencing service provider. RingCentral, for example, is a best-in-class product that gives your company a single dia…

What do you say to start a conference call?

Hello, everyone. Allow me to make a roll call before we start Hi, everyone. If you don’t mind, let’s begin the session with a roll call Now that we…

How do you set ground rules at the beginning of the call?

Can I request that each of you state your name clearly before speaking? Please don’t forget to say which office/department you’re from so we could…

What is conference call?

Conference calls are collaborative, so consider pausing between ideas or topics to give those on the line an opportunity to share their input or ask questions. Aim to keep each topic or point as brief as possible to allow time for others to speak.

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.

Why do you need video for a conference call?

Enhance an audio conference call with video when possible or when there is value in showing video or visual elements, like for presentations, site visits or a product launch location. Video can lend important body language and give another level of dimension to your meeting.

Why is it important to end a meeting early?

Ending on time or early is respectful and ensures colleagues can return to work or join other meetings as planned. It shows great time management skills, can enhance your reputation and helps ensure future calls are productive.

Why do we need an agenda?

An agenda helps everyone stay on topic and gives an estimated amount of time for each speaker or discussion item. Share the agenda ahead of time and review it as an attendee to prepare for the meeting.

Can you eat food on a conference call?

Eating food is loud on a conference call, and the sounds can be disruptive. Save snacks or drinks for before or after the call—this way you are not chewing when it’s time to share your input.

How to know who is on a conference call?

So know who your audience is before you get on the call. And make sure the other callers know who will be attending.

What to do when conference call ends?

When the conference call is coming to an end, reach a consensus with the other participants about what was achieved during the meeting. This makes sure that everyone is on the same page before signing off:

What makes it harder to communicate?

Dead air. Something about not seeing the people you’re talking to (and their nonverbal cues, like facial expressions and hand movements) makes it harder to communicate. But it doesn’t have to be that way. Here are some conference call etiquette do’s and don’ts so you can have a smoother meeting. 1.

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

Here are some conference call etiquette do’s and don’ts so you can have a smoother meeting. 1. Fix Technical Difficulties Beforehand. Dropped calls are annoying – especially when you’re having a conversation with a large group of people in dispersed locations.

Where should a conference call take place?

The ideal conference call should take place indoors in a quiet area. But if you’re on the run, you may have to dial into conference calls from a remote location with background noise. It’s key that you relay this information to the parties you’re talking to:

Is it okay to be quiet during a conference call?

Silence is fine during an in-person meeting, but on a conference call, the quietness can lead to confusion. If the air stays dead long enough, the participants may assume that the other side is having technical difficulties, or simply being unresponsive, perhaps even rude.

Can you speak softly during a conference call?

Speaking softly during a conference call can make people struggle to hear you. Even the deepest of voices can be obscured during a conference call. When you speak, slow down the rhythm of your speech, take pauses, and most importantly, speak loudly when you talk into the speakerphone.

When you meet someone for the first time, should you say your name?

When you meet someone for the first time, it’s proper to say your name and shake hands. In many cultures around the world, this is the norm. However, on a conference call, people tend to either rush through or over-elaborate on their bio.

Can you eat before a meeting?

Probably not. You wouldn’t eat, you wouldn’t ignore people, and you won’t announce to the team that you have to leave because you have more “important” business. If you have to eat, you do so before the call. And if you have another more important meeting, simply excuse yourself properly.

What is a conference call?

A conference call is basically a telephone-based meeting that involves multiple attendees. Also called an audio conference, it’s traditionally started by a host from a desk phone—attendees can then dial in and talk as a team.

What are the two types of conference calls?

Two main types of conference calling services. There are two major types of conference calling services: operator-assisted and reservationless. Some providers only offer one of them while others can deliver both. Let’s see how these two services compare. Operator-assisted.

How to make a meeting if you are late?

Dial in on or before the meeting time and announce your name as you join. In case you’re late, don’t interrupt the call. Just dial in and mute your microphone. When contributing to the discussion, state your name before speaking. If you have to comment or ask a question, make it brief and to the point.

What does an email invite include?

When you send invites through your web browser or app, it should generate an email that includes the dial-in number, participant access code, and link to the meeting. You can add a more personal touch by including or attaching other details of the meeting in the email.

Can you have a conference call without visual cues?

Without the visual cues, conference calls can get a bit challenging and can be a source of anxiety especially to the host—but not if you know the right things to say. Here are some common scripts you can use for different scenarios to expertly manage the call.

Can you have a conference call at any time?

That means you can start conference calls any time of day or night, making it ideal for businesses that conduct meetings regularly. Because the service doesn’t require advanced scheduling, it’s also great for companies that often have spontaneous meetings.

Can you include conference call etiquette in email?

Not everyone is familiar with how conference calling works and the typical etiquette rules to follow. If you think it’s necessary, you can include an outline of basic conference call etiquette in your email as an attachment. Check this out:

How to work properly on a conference call?

To work properly, however, everyone needs to practice the same conference call etiquette. Here’s how. 1. Arrive on Time. You may think punctuality isn’t important for a virtual meeting, especially if you’re only one of hundreds or thousands of participants.

When is a conference call necessary?

When an idea is too complex to explain without a thorough conversation or visual presentation, conference calls are a necessity. For 87 percent of businesses, they are the preferred way to communicate with a mobile workforce.

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.

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.

Can you leave your presenters hanging?

Not only will you miss valuable information, you could leave your presenters hanging. It can be intimidating to present to a virtual workforce. Presenters don’t get the same nonverbal responses they get in person. It can be hard to know if their message is landing or if they’ve lost their audience.

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.

What to do when you are muted on a call?

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. Use the mute button strategically. If you are muted for 90% of the call, you likely aren’t fully paying attention.

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.

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.

Can you use a slide to present on a phone call?

This is especially important when using an unknown office phone system. I don’t recommend using slides to present something on the call, unless you’re doing a demo, but if you are, don’t send them around via email.

What to do if you are late on a conference call?

If the attendees do not stop the conversation to greet you, which would be an opportunity for you to explain your reason for being late, it would be best to join the call quietly and if necessary explain your reasons at the end of the call.

Is background noise helpful in a conference call?

Background noise is never helpful when it comes to conference calls and how you say things are important as you do not want to appear passive aggressive. One suggestion for eliminating background noise is to ask the attendees that are not speaking to put themselves on mute.

What should all attendees be able to follow the agenda of a meeting?

All the attendees should be able to follow the agenda as the meeting progresses, be fully aware of which topic is being discussed and what stage the meeting is at. Before beginning the first item on the agenda, it is also customary to outline the principal objectives and provide a brief verbal outline of the agenda. 3.

When to adjourn a meeting?

Once all the topics on the agenda have been covered, it is time to adjourn (end) the meeting. If the meeting is running over time, then it may be necessary to skip (not discuss) any less important topics, and end the meeting once all the main topics have been covered.

What should a minute taker have before a meeting?

Before the meeting begins, the minute-taker should obtain a copy of the previous (related) meeting’s minutes, a copy of the agenda for the new meeting and have a list of who is supposed to be attending, to hand .

What should be included in a meeting outline?

A standard outline should include: The topic of the meeting / main items on the agenda. Meeting details (time, place, host, start time, end time) A list of attendees to be ticked off (or a blank list for attendees to sign)

Is a roll call necessary for a small group meeting?

If the meeting is a small group then roll call is usually not necessary, as the person taking the minutes will be able to make a note of who was there. In a larger meeting, or one with guests whose names are not known, an attendance sheet should be sent around.

How to send a meeting invitation for a conference call?

When you are sending a meeting invitation for a conference call, some best practices are to: have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting. repeat the key elements of the meeting inside the text of the meeting.

How to send an in person meeting invitation?

When you are sending a meeting invitation for an in-person meeting, some best practices are to: have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting. repeat the key elements of the meeting inside the text of the meeting.

Why is it important to have a good meeting invitation?

No matter the cause, having a good meeting invitation message will help to increase your attendance rate. Here is a look at some great meeting invitation message samples you can use for structuring your own invite.


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