Conference Calls II – Participating Productively

Our previous post on ‘Getting Things Going‘ with regard to conference calls outlined the run up and preparations for a productive conference call. While that is the easy bit, this article dives in to the good etiquette that should be followed once a conference call starts. Hopefully, by the time you finish reading this article, you would be someone people like to have on a call or at the very least, don’t mind having on a call. No conference call menaces afterwards please!

Mute Yourself

As you connect to the call and at all times that you are not required to speak, please keep your mic muted. This does NOT mean, that you should not partake in the conversation or that you should not give your opinion. It just means that you should be considerate and help to have a productive call. Imagine having to repeat yourself thrice over because you have to scream over your colleague’s crying infant. Keep your cursor near the ‘Unmute’ button so that you can join in the conversation quickly when required.

Also, use a headset. Don’t shout down the computer’s mic or use the inbuilt speakers and subject your whole family to the musical arguments and conversations you have with your co-workers. Just like you – your family needs a life too!

Know When to Speak

Speak only when it is your turn. You would know it is your turn when someone asks you to comment. If such an occasion does not arise, wait until someone stops speaking and join immediately. NEVER speak while another is speaking – if you need to object or clarify a point, say ‘EXCUSE ME’!

Know When to Shut Up

The conference call is not all about you and what you think. So spare everyone the pain and keep your conversation short and to the point. If a colleague of yours interjects while you are speaking, stop talking immediately. Everyone else on the call will know who is full of etiquette and who is not. Once your colleague is done, you can resume as though nothing happened.

Minimise Mobile Phone Distractions

In today’s context, the mobile phone is essential and sine everyone is working from home, the little device has to literally hang around one’s neck. When you start a conference call, try to put it on silent mode, if not, have it nearby to silence it as a call comes, Those full of etiquette will refrain from answering such calls as it disturbs the whole conference call. In case it is absolutely urgent, excuse yourself, mute the mic, leave your screen or switch off your camera and attend to the call. Ideally, this should not take more than two to three minutes of your time – otherwise, you would be leaving a lot of people hanging.

Focus on the Call and Not on the Environment

It is certainly way more interesting to watch Netflix with your spouse, watch your mum bake or sing rhymes with your kids, but please don’t do any of these while you are on a conference call. If your camera is on, everyone will know that you are not paying attention and even if you are only connected by audio, people will realise that you are distracted. This affects the overall output of the call and you will not come across as professional.

Don’t Roll Your Eyes

Ever so often, people react with their facial expressions while on a call – in a real face to face setting this hardly happens. People have control and are more mindful of their setting. When the other attendees are not directly in front of you, there is a tendency to relax and react. Well, restrain yourself and keep your expressions to yourself. Others will see it and it will not go down well with most.

Make this WFH stint productive and useful for everyone – don’t let frustrations settle in and don’t acquire enemies in the process of WFH. Be tactful, polite, professional and full of etiquette. Staying at home is no reason to slack and it does not give anyone authority to display poor levels of etiquette. Stay focused, keep working and watch this space for more on conference call etiquette.