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How to Survive a Conference Call

In many businesses today, it’s common to have conference calls to share information when coming together to meet physically is not a viable option. Here’s some advice for a successful conference call.

  • Know ahead of time if you’ll be participating with audio only, or both audio and video.
  • Test out your equipment ahead of time so you’re sure you know how to use it.
  • If you’re the only one at your location on the conference call, use a headset with a good microphone, rather than relying on a speakerphone or holding the phone to your ear.
  • If there are multiple people at your location on the conference call, reserve a conference room (if possible) and make sure everyone is seated where their voices can be picked up by the speakerphone’s microphone.
  • To avoid distracting background sounds for the other participants, mute your microphone when you are not speaking. (Typing or shuffling papers during a conference call may seem quiet to you, but not to anyone else on the call.)
  • Do your best to exhibit the kind of behavior you would in a face-to-face meeting. For example, stay focused on the speaker(s), rather than multi-tasking.
  • When it’s your turn to talk, introduce yourself briefly, even when you’re talking with people you know. For example, “This is Debbie at Oswego, and ….”
  • When the call is over, ensure you have hung up / ended the call before discussing anything about the call with others. You never know who might still be on the call, even when you think it’s over.

Specifically for video calls using a service like Zoom, WebEx or GoToMeeting:

  • For a video call, dress appropriately head to toe.
  • Minimize visual distractions in the background. If possible, set up your video camera so that a blank wall is behind you.
  • Close all tabs in your web browser except any that are specifically needed for this call. And do not display your bookmarks.
  • Turn off any pop-up notifications that may appear on your computer screen.
  • When you are talking, look directly into the camera, not at the face on the screen.

If you’re coordinating or leading the call, also take these suggestions under advisement:

  • If you know that the attendees live across the country or even the world, make sure you are extra clear about what the time zone for the start of the call. (The website TimeAndDate.com has helpful resources for determining the time across zones.)
  • When it makes sense to do so, record the call for others who could not attend.
  • Keep the call as short as is reasonable. A one-hour conference call seems much longer than a one-hour in-person meeting.

For a humorous take on video conference calls, watch this video by Tripp and Tyler. Though it’s (intentionally) over the top, I think I’ve experienced every one of these mistakes, just not all in one call.

Image Credit: http://www.virtualstudio.tv/blog/post/96-3-tips—-hosting–running-effective–successful-conference-calls

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Making the Most of a Phone Interview

telephone dial by Leo Reynolds.In these days of travel budgets being slashed to bare bones, many companies are doing more phone interviews than ever. One of my PRCA 2330 students was just invited to a phone interview for an internship. She asked for some tips specific to phone interviews. Here’s some of my best advice:

  • Know the details of the interview. For example, do you call the interviewer? Or does he or she call you? Be prepared at least 15 minutes ahead of time, and be aware of time-zone differences.
  • If possible, make or take the call from a landline telephone, rather than a cell phone. You don’t want to have to worry about your call being dropped part-way through. If you must use a cell phone, be sure you’re in an area with exceptionally good coverage.
  • If the interviewer calls you on your cell phone, be sure that he or she hears a “regular” phone ringing, rather than a snippet of your favorite song. Call tones (or ring tones, depending on the lexicon of your phone provider) are sometimes confusing to callers who expect to hear just a ring.
  • Whether it’s a cell phone or a landline phone, check to see that the battery is fully charged before you begin to speak.
  • Do your best to be in a quiet place, away from chatty roommates, barking dogs, etc.
  • Prepare your interview area carefully. Be seated at a clean desk, and have a copy of your resume in front of you. Also have information about the company printed and available for you to refer to if you need it.
  • Have a cup of water with a straw nearby. It’s best to have no ice. 
  • No gum chewing. Though I love to chew gum, I know how awful it sounds to others at times.
  • Dress professionally, even though you know the interviewer cannot see you through the phone. We tend to act more professional when we appear more professional.
  • Avoid typing while talking, especially if you have long nails like I do. The sound of typing may make it sound like you’re not interested enough in the discussion to give it full attention.
  • Take notes as needed during the interview.
  • If the interview is done via Skype (or other) video chat, check your equipment with a friend ahead of time to ensure you know how to make or answer the video call. Make eye contact with the camera just as though you were talking face-to-face with the interviewer. Practice this with a friend! It feels quite awkward the first time you try it.
  • Immediately after the phone interview, send a short (yet professional) thank you e-mail to the interviewer. Then follow up that e-mail, the same day if possible, with a hand-written thank you note.

Photo credit: http://www.flickr.com/photos/49968232@N00/9257237/