9 Proper Conference Call Etiquette For A Better Conference Calling Experience

By Chris 




At a time you  do have conference call rather it is from business to business, or business to an employee at home or abroad conducting business, it is important that the conference calling experience is productive and smooth sailing. No matter what role you play in the conference call, it is necessary that you maintain the proper etiquette for conference calls. 


Before we get into the conference call etiquette, let us look at some of the things that could go wrong as a result of a bad conference call. You might not believe it, but there are many.


Here are some repercussions of a conference call gone bad:


Morale - If the proper etiquette is not followed, it might create some bad feelings between workers. You might find that it is harder to work with these employees as a result. Many people expect that their conference call will run with complete smoothness, no interruptions, and productivity, otherwise it is a complete waste of their time and yours.


Missed Deadlines - If there are constant interruptions or the conference call runs in a disorganized manner, things might be misunderstood. This could mean that an important deadline is missed because things were not correctly understood.


Misunderstandings - While this goes along with the missed deadlines, so many negative outcomes could arise from a misunderstanding. If for any reason, those on your conference call do not completely understand what you are telling them, it could result in not only missed deadlines, but a loss of customers, loss of revenue, loss of employees, or loss of business all the way around.


Getting it right the first time


Now that you know a few of the many problems that could arise from a conference call gone bad, it is time to take a look at the proper conference call etiquette. Every person on the conference call should practice these things. However, you cannot control the things that other people do or do not do; therefore, the only thing you can do is focus on yourself and your own etiquette and hope that everyone follows suit.


1. Quiet is the key - Make sure, when you are on the conference call that you are in a very quiet room, away from any disturbances. This will make sure that you hear everything that is going on and keep the misunderstandings to a minimum. It is impossible to keep the misunderstandings at bay if you have a dog barking, machines running, or people talking in the background. 

2. Introductions - Make sure that every person on the call introduces himself or herself. This will allow for building relationships and getting people to open up and feel comfortable.

3. Using Telephone Technology - The mute button does wonders, but make sure you know how to use it. The mute button should be used if there is a lot of background noise that you simply cannot control or if someone is particularly talkative. Of course, make sure you know how to un-mute for when it is your turn to speak or answer a question.


4. Time - Make sure you set the conference call up in advance and let everyone know all information such as pass code or phone number. It is also necessary that you take time zones in to consideration if you have people across several time zones to include on the conference call.


5. Being on Time - If you are the conference call leader, you want to start right on time. Do not wait for others if they are late. People on the call want to start right away, because there may be other business they need to attend to. If you are simply in the call, be on time, you do not want to miss anything that might be important.

6. The Telephone Equipment - Make sure that you are using a phone that will minimize the noise in the background. Some telephone and most all cell phones will pick up even the slightest noise or interference, which will not only cause troubles for you hearing the speakers, but others as well.

7. Clarification - Not everyone will be able to tell who is who by the voice. Make sure before anyone speaks that his or her name is said first. For example, "this is Bob, could you repeat that company name again". 


8. Eating - Never eat while you are on a conference call, who wants to hear chewing in their ear? If you must get a drink of water, put the call on mute so no one will have to hear the emitted sounds. This includes chewing gum.


9. Keep on Topic - Do not fill the call with unnecessary talk. Keep to the point, because remember there may be several people on the call that have other pressing things to do. 


In the above  proper conference call etiquette rules, you will find that the conference calls runs in a much more smooth and efficient manner. Keeping the proper etiquette in mind while on the conference call will make the entire call that much more productive for everyone.

3 Tips To Identify A nice Conference Call Provider

By Chris
companies nowadays really understand the important of communicate.
 The companies that leave out this most important activity are often left in the dust wondering where they went wrong and why they are on the sidelines of their industry.  In the search for talented professionals, many companies have taken to collaborating with satellite offices or with employees that may be out on assignment.  Using phone calls and E-mail as the primary means of communication can work to an extent, but to gain a real advantage a business should consider the services that a conference call provider can offer.  So what questions can you ask to make sure that your company is getting the most out of your conference call provider?


1. Does the Conference Call Provider Provide...Service?


It seems like a simple question, but it is actually one of the most important questions you can ask when it comes to a conferencing provider.  This is true especially with smaller companies because as they grow and begin to take on more clients and collaborating with larger networks, they often find they have outgrown their service provider.  Make sure that the service provider can offer additional services like web conferencing and scheduling services.  The option to record conference calls may not seem important at first but can soon become an invaluable tool.  Checking in advance before choosing a provider will make sure that when your company does grow that the provider can keep up.




3. How will your participants join the conference?


Just like a regular meeting people are sometimes late, the fact that a conference is over the telephone won't fix that problem.  But make sure that you choose a conference call provider that makes it easy for people to join in even after a meeting is already in progress.  Also verify what method people use to connect.  Some companies use operators that can make it easier for participants to join in but can drive up costs. Other companies choose to simply provide the participants with a toll free phone number and a pass code.  Choose the option that is going to make the conference call go as smoothly as possible.

2. Are you charged a Flat Fee?

There seems to be a million and one ways to pay for conference call services, just make sure that you know exactly what you are paying for and how much it is going to cost you.  Choosing a company that uses a flat fee will allow you to know what to expect allowing you to plan accordingly.  

Asking these three basic questions will go a long way toward helping you get the most out of your conferencing providers

Top Four Tips For Selecting a Great Conference Call Company

By Chris 




 If look around in your locations, you can observe that there are conference call companies over the last several years. Many of these companies are simply glorified websites with no personnel or technology behind them. If you should need assistance on your conference calls, no one will be there to help you. Here are five tips for selecting a great conference call company that will produce excellent results for you at fair prices.


1. Make sure that the conference call company is more than a website. You should check out the company's website first, but then you should call them and ask them some questions about their company. You should inquire about how many people they have on staff and if they have customer service that is accessible when you have a problem with a call. Another good question is, Do they have their own conference bridges? Also try and find out how old the company is and how much experience the founders of the company have in the conferencing industry.

5. Once you have selected a conference call service and start using the service, check your bill out to make sure that the charges are correct. Multiple the number of total number of minutes on your statement times the quoted rate that you were given and check to see that this total is equal to the total on your bill before taxes. If you have been overcharged, get back to your contact immediately to correct the error and request a credit.

2. Be careful of free sites. There are a number of free conference calling sites on the Internet. In most cases, these services are limited in that they have no customer service and all of your parties have to pay for their own long distance service, which is sometimes more than you would pay for the conferencing service with a paid vendor. Some of these free services also require you to change dial in numbers and pin codes periodically, which becomes a hassle for you and your conferees, trying to remember which code is good today.


3. Make sure that you get a free trial. This is the most important tip since "the proof of the pudding" is in you actually making conference calls and judging the quality for yourself. While you are making trial calls, be sure and try the operator recall feature to see if an operator actually comes into your call to assist you. If the operator arrives late or never arrives, then the company probably has limited resources to help you in the future. Another important point to judge is the clarity of the call. The call should be very clear and all parties should be heard clearly. If the volume is low or parties sould fuzzy or there is clipping on the call, then this is a problem. Try someone else.


 4. Check references. While you have the company's representative on the phone, you should next ask for references. You should get at least three and no more than five references, hopefully in the same industry that you represent. Once you have obtained these references, call each one of them and inquire about their experiences with this company. Be sure and ask them about the clarity of the calls, the quality of customer service and the accuracy of the billing. When you have checked all of your references, you should then decide if this vendor ranks high on your list. If you have some concern that this vendor may not be the one for you, then call another vendor and repeat the process.


If you follow these five simple tips in selecting a conference call service, you should be able to avoid the problem companies and select a company that will provide you with an outstanding conferencing experience.