Dos and Don’t of a Successful Conference Call

Since the pandemic, the use of conference calls has been booming: people use the likes of Zoom, Microsoft Teams and Google Meet 21 times more than in 2019. So you’d expect that knowing the Do’s and Don’t be part of the onboarding of remote employees, right? Wrong! Usually people have to find out those rules by themselves, and this is why this guide is here to help you.

Whether you are a seasoned professional or a complete novice at conference calls, these dos and don’ts will help you master the virtual office and make sure your call is a success.

So grab your coffee, your phone, and get ready for some fun!

1. Preparation

Properly preparing for a conference call is essential for a successful one. Make sure to have all of the necessary materials on hand and that everyone invited to the call is aware of the date and time. Have a running agenda of topics and the goal of the call, so that everyone is on the same page. Finally, make sure to test the audio and video, if applicable, before the call starts.

A. Research

Do your research! Before any conference call, make sure to have an agenda prepared and read up on the topics that will be discussed. Knowing the basics of the conversation beforehand will help you be more engaged in the discussion.

B. Test Equipment

Testing your equipment before the call is essential for a successful conference call. Make sure that your microphone, headset and speakers are working correctly. It would also be beneficial to plug in a headset to mute any background noise that might be distracting to the other participants, especially if you’re working remotely in a co-working space.

C. Set Agenda

When setting an agenda for a conference call, make sure to include a clear purpose, topics to be discussed, and a timeline. This will help everyone stay focused and make the most of the call time. Nobody likes useless meetings, especially Elon Musk.

Meetings are a valuable use of time! pic.twitter.com/sDcKdBp5e5

— Elon Musk (@elonmusk) February 25, 2019

Additionally, provide a list of attendees along with their roles and responsibilities. This will help ensure everyone is on the same page and expectations are clear.

2. During the Call

It’s important to be mindful of how you come across during the call. Speak clearly and be aware of your tone of voice. Everyone should be given a chance to speak and share their ideas, so make sure you don’t dominate the conversation. It’s also best to avoid any distractions that could hinder the flow of the call. Turn off your phone and mute any background noise. Finally, make sure you thank everyone for their time at the end of the call.

A. Listen

It’s important to be an active listener during a conference call. Avoid any distractions, such as checking emails or scrolling through social media, and focus on the conversation. If you need to take notes, do so in a way that won’t disrupt the flow of the call. Keep an open mind and be willing to ask clarifying questions to ensure everyone is on the same page.

B. Speak Clearly

When on a conference call, always speak clearly and audibly, using a normal speaking volume. Avoid talking over other people and keep your comments concise. Speak with confidence and pay attention to the other participants in the call. Make sure to take regular pauses in the conversation to let other people have the opportunity to speak.

C. Mute When Necessary

Do mute your microphone when you’re not speaking. Unmuted microphones can cause feedback, echo, and even background noise that disrupt the call. If you need to cough, sneeze, or take a sip of water, please mute your microphone first. That way, you’ll be sure to have a successful and uninterrupted conference call.

3. Ending Call

When ending a conference call, it’s important to thank everyone for their time and participation. Summarize any decisions that were made, and make sure everyone knows what the next steps are. Finally, let people know when the next call will be, if applicable. This way, everyone is on the same page and the conversation continues.

A. Wrap-Up

At the end of the call, make sure to summarize the main points that were discussed, assign action items for any open tasks, and thank everyone for participating. This will help ensure everyone is on the same page and that no task or idea is forgotten.

B. Follow Up

Following up after the call is essential. Send out a summary of the discussion so everyone is on the same page. Also, be sure to thank all participants for joining the call and confirm any next steps and deadlines. Establishing a timeline for the tasks discussed will ensure everyone is held accountable and the goals of the call are met.

4. Other Tips

When it comes to conference calls, there are a few other tips to keep in mind. Make sure you are in a quiet environment with minimal background noise, and mute your microphone when you’re not speaking. Don’t forget to check your internet connection and speaker or headset beforehand. Taking a few moments to ensure everything is working properly will make the call more successful.

A. Set Expectations

A successful conference call starts with setting expectations. Set a clear agenda and ensure everyone knows the purpose of the call. Set a duration and make sure everyone is aware of it. By setting expectations, everyone can come prepared for the call and stay focused. It’s also a good idea to set rules of engagement and emphasize that each participant must be respectful of other’s opinions.

B. Stay Flexible

If you’re the host of a conference call, it’s important to stay flexible and open to ideas. If a participant suggests a different method or approach, be willing to listen and consider it. You might even gain valuable insights in the process. Keep the lines of communication open to ensure the best outcome for all involved.

C. Take Notes

Taking notes during a conference call is essential, especially if you’re in a large meeting or discussing complicated topics. Make sure to jot down the main points and any action items that will need follow-up. Doing so will help you stay focused and organized, as well as ensure that you don’t miss anything important.