There are certain rules of etiquette that apply to conference calls and video conferencing. While some of them are common sense and apply to any formal conversation, others are specific. Common sense rules include being on-time as a means of respecting the time of others involved in the call; introducing yourself clearly the first time you speak; and keeping to the scheduled list of topics or agenda. More specific etiquette rules are as follows:
* Formalities: Address people with the likes of Mr. or Mrs., or use professional or academic titles when appropriate, even if you are on familiar terms with the person, others involved in the call may not be, and the use of informal address can be mimicked and thus be regarded as disrespectful.
* Potentially disruptive phone features: Features such as Call Waiting and Hold have the potential to disrupt a conference call and should be turned off before the call begins.
* Background noise: Wireless phones and speaker phones have the capacity to transmit a lot of unnecessary background noise. If possible, you should find a location that sufficiently isolates you from this disruption while giving you a clear signal. Ideally, conference calls should be carried out on land lines, using technology such as ‘full digital complex’, which permits multiple voices without the phenomenon of clipping. If you are not speaking, it might be beneficial to put your phone on mute to eliminate background noise.
Speak clearly, more volume and slower then normal.
In short, during a conference call you should act as though it were a face-to-face meeting. This means keeping all your focus on the call, and not working on other matters on a computer or eating your lunch. All of the above applies to video conferencing as well, but much of it you are less likely to commit in a video call for obvious reasons—you can be seen.
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