Conference calls were designed to take the place of juggling schedules with travel, lost time, energy and money. It may consist of two or more individuals on either end of the conversation. Many times, an entire boardroom will convene on a meeting with others many miles away.

I have sat in on and participated in conference calls and they move remarkably smooth. The person making the original invitation for the meeting is usually the sponsor of the event. After introductions of all parties in his group and their titles and significance have been given, allowing for the visiting party to note the names, a designated speaker from the visiting company does the same. Sometimes a recorder is present to dictate for later reference.

The reason for the meeting is explained by the sponsor and when feedback is requested, the designated speaker responds by introducing the member of his team with the most knowledge. I have never found that someone justs blurts out a comment or question but signals or whispers to the speaker for a turn.

We have always used our speaker phone in a closed, quiet conference room where noise does not seem to be an issue. When you go to the trouble to assemble many busy individuals together in one sitting, you should not have to worry about noise. I have seen individuals on a conference call with a handheld phone where the rest of the busy office is unaware of who is on the other end. This, to me, is much more disruptive not to mention that being tapped on the shoulder while two or more busy individuals wait, is very bad etiquette.

A conference call is nothing more than a business meeting that can be much more beneficial than emailing or passing information around and hoping essential facts are not left out and forgotten by the time it spreads to the third or fourth individual.

If you happen to be in a situation where unknowns are talking, it is up to the sponsor to break in and receive the name and reason for the conversation. This is not to intimidate anyone but to keep everyone aware of who is speaking and why it has merit.

Conference calls can be comapared to Board meetings where one individual is in change only in conference calling, there are two separate parties in charge. This etiquette is also not much different than a regular sit down meeting with the same parties. You listen and take notes and speak when you have something relevent to say as directed by your sponsor.

Learn more about this author, Kate Eglan-Garton.
Click here to send this author comments or questions.

---

Add your voice

Know something about Proper etiquette for conference calls?
We want to hear your view. Write now!