Conference Call Etiquette in the Workplace

Conference Call Etiquette in the WorkplaceConference Call Etiquette in the WorkplaceUndoubtedly, the age of technology has made our lives and jobs easier, and its made meetings much more convenient. But whether youre a manager, employee or job candidate, you should follow this thing called conference call etiquette. You see, its easier to let your guard down during virtual conversations and assume that because the other parties arent in the same room, you can take a more relaxed approach. But thats a dangerous thought. Conference calls - audio or video - should be given the same level of thought and awareness as face-to-face meetings.See this infographic and read about our survey on conference call etiquette.Observing these rules of conference call etiquette will help you maintain a consistent level of professionalism regardless of the meeting format.Conference call etiquette rules for managers 1. Set up in advance.Dont wait until the last minute to prepare for the conference call . Make sure all the necessary equipment is in the room and properly working. Also gather all of your documents digital or physical. Its rude to start the call late because you cant find a file that you knew would be critical to the meeting. 2. Monitor the audio. If most of the participants will be together in a conference room, another part of conference-call etiquette involves making sure the microphone is ideally placed and audio is set at the proper level. This could entail having a long enough cord to move the mike to and from various areas of the conference room table. Also, be aware that talking while youre turning around, looking down or leaning over will change the volume and tone of your voice. 3. Avoid interruptions. Anyone who has the potential to barge in and interrupt your conference call should be notified of the meeting so they wont interrupt you. Just as you would do in a face-to-face meeting to avoid one of theworkplace etiquette breaches,turn off your cell phone and any other digital devices that produce disrupting sounds. 4. Unclutter the room. If youre leading a videoconference, dont let the background be a distraction. Participants dont need to see the sales goals on the whiteboard behind you, the teddybr bear from Valentines Day on your bookshelf, or the empty Chinese food container from lunch. 5. Light the room. Videoconferences also require adequate lighting. Experiment to find the right balance, and if the room is too dark, you may need to bring in a lamp or some other additional source of lighting. Also, some light sources behind you - like a window - create a shadow or halo effect. If you cant close the blinds, place a desk lamp on your right or left side to counter the backlight. 6. Be inclusive. Unless youre making a presentation, dont monopolize the conversation, and dont allow anyone else to, either. Everyone involved in the call was invited for a reason, so give them time to voice their opinions.Etiquette rules for emplo yees/job candidatesFor audio calls, employees and job candidates should follow the conference call etiquette outlined above. If your call will involve video, here are some additional tips 7. Dress to impress. Your attire should be consistent with what you would wear in a face-to-face meeting. Even if youre at home, dont shock meeting attendees with your brightly colored Hawaiian shirt. Dont wear job interview clothes that could kill your chances of getting hired.And dont assume that only the top portion of your body will be seen. More than one individual has been embarrassed to find out later that attendees could see their boxer shorts. 8. Take care with the set. Your backdrop is a part of conference call etiquette. Choose a neutral location that does not anzeige personal items. Managers or hiring managers should not be distracted by cluttered desks or dirty laundry. 9. Silence is golden. Even if the main focus is video, remember that your mike could pick up unwanted sounds, like children playing in the next room or TVs and radios playing in the background. Take the necessary steps, including muting the sound when necessary, to ensure that youre remembered for your responses and not your golden retrievers barking. 10. Mind your manners. Tapping nervously or impatiently on the desk, looking at your watch, checking email, and other types of behaviors can be heard, as well as seen, by the other conference attendees. Make it a point to remain alert and pay attention.Even when conference call attendees are not in the same room with you, todays technology can still reveal background sights and sounds. Observing the rules of conference-call etiquette can help you err on the side of caution and project a professional image.Keep reading Follow the Robert Half Blog for the latest management advice and career insights.SUBSCRIBE TO OUR NEWSLETTER