conference call etiquette
Post on 12-May-2015
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11
Welcome to the Conference Call
EtiquetteWorkshop
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Objective
By the end of the session, you will understand:
The purpose of Conference CallsBasics of Conference CallsRules of Conference CallsDo’s & Don'ts of Conference Calls
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What is a Conference Call?
A telephone call where more than one parties is involved at different locations, to discuss/resolve
issues
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Why a Conference Call?
To overcome geographical barriers To discuss/resolve an issue which cannot be
done in an email More than one party is involved
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Purpose of Conference Calls
Share successes and challenges Plan strategies to make improvements Share learning Get support Discuss new ideas Periodic updates
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Conference Calls
Who should attend A Leader All the relevant people with a ‘need to know’ from:
Client’s Team Own Team
What to expect Be prepared to report on progress, including tasks
you have completed and what is pending Questions & Answers
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Rules of Conference Call Etiquette
There must be a clear leader/moderator of the call
There must be an agenda Keep the group as small as possible Practice impeccable phone etiquette Make sure you have a good connection
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Prepare for the Conference Call
Distribute a clear agenda in advance of the call and stick to it
Send the dial-in number, pass code, and instructions multiple times
Have a pen-paper handy Take notes – they help you summarize the
action points Set these ground rules and the beginning of the
call
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Beginning the Conference Call
Start the meeting absolutely on time Get each caller to say hello and introduce
themselves Discuss the agenda Treat the conference call as if it were a meeting
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Conference-Call Etiquette
Please keep background noise to a minimum Mute your speakerphone when you are not
speaking Speak close to the speakerphone or use a
handset Always identify yourself before speaking
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Conference-Call Etiquette
Speak one at a time and avoid interrupting In case of a verbal collision, stop – apologize – let
the other person finish Please do not call from a car or cell phone Limit paper shuffling DO NOT use HOLD (background music)
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Ending the Conference Call
Always thank the participants for their time and contribution
Summarize the action items End the call on time Close with clear next steps
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DO’s & DON’T’s
DO’s DON’T’s
Speak loudly and clearly Don’t use cell phones or phones that pick up background noise
Ask for input by using a person’s name Don’t assume everyone recognizes your voice
Do learn to use the mute button Don’t allow the topic to wander
Do get comfortable with the fact you will be talking in front of a group and receiving
no visual cues or feedback
Don’t shuffle papers; scrape chairs, pencil tap, hum or other distracting, noisy
activities
Do use the right phone in a quiet, undisturbed room
If you don’t have anything to add, don’t add anything
Do make use of guest speakers Don’t leave the conference on MUTE and go for short breaks
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