Conference call etiquette is important to any business that uses conference calls to communicate with its employees. It doesn’t matter whether you are using a conference call to communicate internally or with clients. You must be ethical in your approach to dealing with your employees during these calls. This means that you have to set the ground rules for conduct and follow them. If you don’t, you may find that your employees use the call to voice their displeasure at not meeting client demands adequately.
The first thing you need to do when it comes to this issue is to find out your company’s best practices regarding conference call. Many companies make it clear that they do not tolerate inappropriate behavior. They also encourage you to report any incidents that you have witnessed. You should use the same process to determine what best practices are for your company. In particular, you should review the policies regarding the use of conference calls and find out what measures are being taken to make it safe for you to use a conference call to resolve problems as they occur. If you find that there are no such measures, then it would be wise to create them.
Once you have established your company’s best practices, it is time to consider how you can maintain those ethics in the face of outside interference. This can be particularly challenging if your company is involved with telemedicine. Some companies that offer audio conferencing services are actually blocking calls from outside the company when they detect that a potential client is on the call. Other companies treat conference calls as a part of the business as they are with email and faxes. However, it is important to remember that even these practices can be corrupted by those who want to disrupt the flow of communication.
The way that you handle a conference call depends upon what you are trying to communicate. If you want to convey information or get feedback, then you will need to establish how you will do so. For example, if you are presenting data from a presentation, you will not have a great deal of control over who actually hears it. Your best practice will be to suggest that those on the call hear the presentation through a data transcription service rather than simply listening to the speaker. Using the “spider” option on many conference call tools can help you to see who is actually getting the information from the call.
Another type of conference call etiquette involves those who are using the call to resolve issues. Often, this occurs when an employee has issues with another employee or one of the organization’s senior management. Generally, you will want to advise the other party to leave the call in order for the other person to speak with a supervisor. You might also wish to advise them to not talk to anyone while on the conference call unless it is with the proper authorization. Generally, you should also advise the other party that they will need to contact you to handle any further questions or concerns.
One of the most important rules about conference call etiquette is that it can be very helpful if you prepare your office call with enough information to allow your listeners to know what you are going to discuss. For example, if you are calling regarding medical concerns, you will want to include the name of your medical professional as well as his or her phone number. It can also help to provide a brief background on your own medical history and discuss the best ways for your patients to respond to your professional care. Asking specific questions about your company and what you can do to help them is also good call etiquette. For example, if you are calling regarding workplace safety, you should inform your callers of any safety guidelines that may be in place for employees of the company.
Finally, you need to let your callers know any new information that you receive about your company. This includes anything that changes, whether on a regional, state, national, or even international level. If your callers are worried about the safety of their family or if they recently dealt with an accident or hazard, it is always best to let them know these details during conference call etiquette.
There are many other ways that you can learn about proper conference call etiquette. These tips are designed to ensure that everyone on the line has a clear and uninterrupted conversation. The more you know about conducting yourself on the call, the better off you will be. Don’t forget to practice your new skills whenever possible so that you feel comfortable with taking your call and handling any interaction with your callers.