Successful conference calls: 10 top tips.
Successful conference calls and video meetings are now an essential business requirement
So, here are Ketchup’s tips on how to stay cool, calm and connected and make sure all your virtual meetings can be classed as successful conference calls.
1. Be prepared
If you’re hosting a video conference, it’s important to have an agenda ready beforehand. It doesn’t need to be particularly detailed. But at the start of the meeting, attendees should know what to expect, so they have time to prepare if they need to provide an update later in the call.
As call leader, you must steer the group conversation to make sure everyone on the call feels engaged. It’s also your job to avoid any awkward transitions or dead time - this is crucial to ensure you host successful conference calls.
2. Testing, testing…
Whether you’re using Zoom, Skype, Microsoft Teams or any other software, always test your equipment. Especially if it’s a particularly important client meeting, or a client’s video conferencing platform you’ve never used before. Don’t make the classic mistake of attempting to sign on 30 seconds before the start time.
Test your hardware too. If you’re dialling in via your smartphone, make sure you have a strong signal, no interference, and plenty of power in your device. If you're using your PC, try to use a wired connection rather than Wi-Fi, test your mic and speakers. Make sure there’s nothing covering your camera (like a post-it note to remind you about the meeting!) Again, it’s vitally important that you leave plenty of time for all this testing to ensure successful conference calls. Plus, you may need time to download something beforehand if it’s a new meeting platform you’re using.
3. Avoid noise pollution
The microphone on your PC or smartphone is a highly-advanced piece of technology. As well as your voice, it can pick up any other low-level ambient noises. You don’t want colleagues and customers to hear you chewing a sandwich or sipping tea, so save your elevenses until after the meeting, or at the very least mute your mic.
Then there’s your location to consider. If you live on a busy street and your meeting coincides with the bins being emptied, choose a different room on the other side of the house.
4. Introduce yourself
Even if you can see a grid of familiar faces on screen, it can be difficult to keep track of who is saying what. Plus, there are those pesky time lags to contend with, resulting in participants talking over each other.
To ensure successful conference calls, it is good practice, whenever you start talking, to introduce yourself with something along the lines of, "This is Moira and I have a question," or "Hi, it's Roy here, I'd like to add to that point." By saying your name each time you speak, your contribution to the conversation is noted, and everyone is clear on who just spoke.
5. Be loud and clear
You might have such a good connection that it’s like you're all in the same room. But everyone won't have the same connection, especially if it’s an international call. If you can hear your colleagues in Japan clearly, it doesn’t necessarily mean they can hear you. Always speak clearly and loudly (of course, you should never shout) and ask if you can be heard by everyone.
6. Avoid multitasking
Don’t constantly check into social media, and switch off all audible alerts during meetings. Multitasking demonstrates a lack of respect for the other participants, who will sense that you aren't fully engaged.
One of the worst things you can do during a meeting is type. There’s nothing as annoying and disruptive than the sound of someone hammering away at their keyboard. But why does it happen so often? It’s usually because the typist doesn’t realise the sound is being picked up by their mic. Don’t be that person.
7. Never work with children or animals
Make sure all children and pets are safely occupied in another room. While they mean the world to you, the truth is your colleagues don’t want to see or hear them in a business meeting. On the other hand, if you do have an unexpected visitor, stay calm. Don’t scream at them to “GET OUT” and chase them into the garden. You don’t want your colleagues to get the wrong impression.
8. Make the right impression on camera
Everyone knows you’re working from home, so a suit and tie is probably too much. Conversely, dressing gown and bed-hair really is a no-no, even for a 9am meeting. If possible, sit somewhere with plenty of daylight. You’ll feel and look better, especially on an integrated laptop camera, in a space that has natural light.
9. Mute etiquette
Even if you're in a quiet location, mute yourself when you know you won't be called on. You don’t want a reputation for being the person who loudly sighs or makes other strange noises. An important part of the conference call etiquette is to avoid any subtle distractions that could be off-putting for the person speaking or disrupt the conversation.
10. Silence isn't always golden
Finally, don't forget to unmute yourself when it's your turn to talk. All around the world, there’s a growing number of conference callers who no longer find it funny to see a colleague’s mouth moving but hear no words.
Good luck and keep in touch...
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