Conference Call Do’s and Don’ts

There are many things you shouldn’t be doing while communicating with co-workers, customers or potential customers over a conference call. With the help of Eduardo Braniff, here are a few things to focus on during your next conference call.

1.  DO focus on the conversation. This biggest mistake a caller can make is getting distracted by other things going on. Focus on the call/phone as if it were someone in the room with you.

2.  DO schedule the call correctly. Make sure you have allotted the time for this call as the only project or task you need to accomplish during this time period.

3.  DO prepare your environment. For a call in a home, car, hotel room, etc., make sure you prepare an office environment, so that you can focus on the call with minimal distractions.

4.  DO notify the group of your calling situation. Calls may require you to be on a cell phone or in a noisy place. Let your fellow callers know, so that they can prepare for the extra noise or the possibility of your call getting dropped.

5.  DO listen. It is much easier to get distracted during a conference call than a standard meeting. Make sure you are not only listening, but effectively listening by keeping up with the conversation and giving valuable input on the where the conversation currently is at.

1.  DON’T multitask. When sitting in front of your computer or in your office, there is always something to do that can take your mind off the conversation. Make sure to follow DO #2, so that this time is spent for the current conversation and not the emails piling up in your inbox.

2.  DON’T interrupt. It is tough to keep a controlled conversation with people in different areas communicating with each other. Limit sidebar conversations and keep a flow of conversation rather than talking over people. Consider having a moderator to make sure it flows better.

3.  DON’T fall asleep.  I know it shouldn’t have to be said, but this can be a common occurrence for those on a call that don’t follow DO #3. If you are too comfortable during a call, and not fully involved in the conversation, it can cause you to fall asleep and ruin your credibility/reputation.

4.  DON’T forget the phone is a microphone. Most conference call devices are not the standard phone and actually contain a much better microphone in them. They are able to pick up side bar conversations, the rustling of papers or the sound of a coffee cup or soda bottle on the table.

5.  DON’T ignore the other people in the room. By focusing on the conversation over the phone, you can neglect some of the people in the room. It isn’t bad to have a conversation with other people in the room, just make sure it is one that is involving the current conversation. 

– Ben Dundas, Systems Analyst

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