Conference Calls I – Getting Things Going

Even those who insisted on face to face meetings must now resort to conference calls, may they be audio only or with video. Further to our previous post on Working From Home (WFH – Staying Productive), this Full of Etiquette article on Call Conferencing is the first in a series of articles on the subject. The series is composed to help you through the multiple conference calls that one has to host and participate in, on a daily basis. This, the first, is to get everyone started and connected.

• Agree on a Mode of Communication

Some people still do carry out conference calls over the normal mobile phone line. This is acceptable for a quick conversation with three or four people, but tends to be problematic and restrictive when connecting multiple people for a fairly long duration. Consider using a simple but effective tool such as Zoom which is easy to use as it does not require signing up and allows anyone to connect by entering the Meeting ID. It also has a host of features including the option to share screens.

• Notify the Date and Time

WFH does mean that everyone is still focused on the job and working, however, it is good etiquette to give people notice of an impending conference call. Include an agenda if more than one thing is to be discussed. All participants should then prepare based on the agenda within the lead time given. Once a time has been set, start on time and try to finish on time. If there are more things to discuss, ask for permission from all and go no further than an extra thirty (30) minutes or schedule another conference call for a later date or time.

• Prep for the Conference Call

All those in the conference call; host and participants alike, should test their wi-fi connection’s strength, mic, sounds and headset long before the call. There should not be interruptions to the call due to one of these being out of order. If it is likely to be a video call, have a suitable place in your house reserved for yourself. The call should neither be taken from your bed nor should you be lounging on a bean bag as you connect. Make sure that you are appropriately dressed in clean, well kept, modest clothes; nothing bedraggled or too revealing please! Remember, it is rather poor manners to not have bothered to prepare after having been given notice.

• Prep the Home Front

As soon as you schedule the conference call and as soon as you receive confirmation of it, ensure that those at home are prepared. WFH has many challenges including screaming children, heavily dependent spouses, irritating pets and charming neighbours who keep ringing the door bell. See whether your spouse could look after the kids for a while, if not have someone mind the kids or find a way to keep them occupied. Inform your spouse about the timings of the call and have him/her manage the home front until the call ends.

Let’s face it – conference calls can be draining. If they are not managed well, they become a headache and a waste of time. As hosts and participants, everyone has a role to play to keep conference calls focused, purposeful and productive. Follow these Full of Etiquette tips to initiate and prep for a conference call. Stay tuned for the next guide on how to handle conference calls. In the meantime, please let us know what you think and what you would like to know in the days to come as you keep WFH.