Everybody knows how informal a phone call can be, especially these days when almost everybody has a phone with them most of the time. Many individuals likely find themselves rushing through their phone calls because they hardly have enough time to make the call, but this can be a dangerous mistake when it comes to business phone calls. There is a certain level of etiquette required to display professionalism, an absolute necessity in good business practices.
That same level of etiquette is required when making conference calls, but there are also some additional rules that should be regarded. Conferences are often used to form and close business deals so professionalism takes on a whole new level of importance. By having your business managers, associates, and colleagues follow a few basic etiquette rules, you can look forward to professional and successful conference meetings.
• Be Clear About Who Is Present – Due to the fact the people attending a conference call cannot be seen, it can be difficult to determine who is present in a meeting. Not only may some people feel they don't receive credit for being at a meeting, but it can also make it difficult to communicate effectively.
In addition there may be certain privacy issues if everyone in a conference is not aware of each other. To avoid any problems it is important for everyone in a conference call meeting to introduce themselves. In addition, it will be beneficial to provide a list for each of the attendees stating who is scheduled to be present.
• Be Clear About the Time and Do Not Make Any Last Minute Changes – It is important for everyone attending a conference call meeting to be on time. Obviously this is difficult if the time of the meeting frequently changes or if others end up with last minute obligations that prevent them from attending.
To avoid any issues with timing it is important to schedule meetings well in advance. In addition, reminders should be periodically sent to attendees to ensure everyone is thoroughly informed of the scheduling. Certain programs feature a reminder option in their systems.
• Try to Overcome Language Barriers Prior to a Conference Call – Often those in business find themselves attending conference calls with colleagues overseas. In these cases there may be certain language barriers that must be considered, and this should be done prior to holding a conference call.
Whether your group decides to use a translator or you plan to translate through the internet, it is important to address this issue before you are in an actual meeting. And be sure not attempt a word you do not know because you do not want to offend your colleagues from overseas.
How professional you are says a lot about your business, and professionalism shows in the etiquette you maintain on a conference call. Using a free conferencing program is easy but maintaining proper manners can be a bit more complicated. As long as you keep in mind these tips for your next conference call, you will be ready to go.