Are you tired of conference calls that seem to drag on forever without achieving much? With the rise of remote work, conference calls have become an essential part of communication for many businesses. They can also be a source of frustration, especially when they are disorganized and unproductive.
In this blog post, we have compiled 20 tips to help you make the most out of your conference calls. From using headphones with a built-in microphone to preparing a backup plan in case of technical difficulties, we’ve got you covered. We’ll show you how to minimize distractions, keep everyone engaged, and ensure that everyone is on the same page. By following these tips, you can make your conference calls more efficient, productive, and enjoyable.
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1. Use headphones with a built-in microphone for clearer audio
Using headphones with a built-in microphone is a simple and effective way to improve the audio quality during conference calls. Not only do headphones cancel out background noise, but they also make it easier for you to hear and be heard. Without headphones, you might have to rely on your device’s built-in microphone, which can be affected by ambient noise or distortions in the room. Headphones, on the other hand, provide a more direct and clear audio path. They also free up your hands, so you can take notes or perform other tasks without having to hold your phone or device.
2. Minimize multitasking and distractions during the call
It’s important to minimize multitasking and distractions during conference calls to stay focused and engaged. If you’re not paying attention, you might miss important information or fail to contribute meaningfully to the discussion. Try to find a quiet and comfortable space where you can concentrate and participate fully. If you’re prone to distractions, consider turning off notifications on your phone or computer, and avoid checking email or social media during the call. If you’re having trouble staying engaged, try taking notes or asking questions to stay involved in the conversation.
3. Consider turning off video to reduce bandwidth and prevent technical issues
If you’re experiencing technical issues during a conference call, consider turning off video to reduce bandwidth and prevent further disruptions. Video can put a strain on your device’s resources and cause delays or freezing. By turning off video, you can improve the audio quality and reduce the likelihood of technical issues. Of course, if video is essential for the call, you should prioritize it over other considerations. But if it’s not necessary, turning off video can be a simple and effective solution to technical problems.
4. Avoid eating or drinking during the call to prevent disruptive sounds
Eating or drinking during a conference call can create disruptive sounds that can distract and annoy other participants. The sound of chewing, swallowing, or clinking glasses can be picked up by your device’s microphone and transmitted to others on the call. To avoid these distractions, make sure to eat and drink before or after the call. If you must eat or drink during the call, try to mute your microphone or move away from your device to reduce the impact of the noise. Of course, if it’s a long call and you need sustenance, it’s okay to take a break and come back when you’re finished.
5. Prepare a backup plan in case of technical difficulties, such as a secondary phone number to call or a backup device to use
Technical difficulties can happen unexpectedly, so it’s always a good idea to have a backup plan in case of an emergency. This could include having a secondary phone number or device on hand to use in case your primary one fails. You might also consider testing your equipment beforehand to make sure everything is working properly. If you’re using a conferencing service, make sure to have the support number on hand in case you need to troubleshoot any issues. By having a backup plan, you can minimize the impact of technical difficulties and keep the call running smoothly.
6. Keep your phone or device on silent to prevent interruptions from calls or notifications
It’s important to minimize distractions during a conference call, and one easy way to do that is to keep your phone or device on silent. This will prevent any incoming calls or notifications from disrupting the flow of the conversation. It also shows respect for the other attendees by indicating that you are fully present and engaged in the call.
7. Avoid interrupting other speakers and wait for them to finish their thoughts
Interrupting other speakers during a conference call can be disruptive and can derail the conversation. It’s important to wait for others to finish their thoughts before chiming in with your own ideas. Not only does this promote effective communication, but it also shows respect for the other attendees and their contributions.
8. If you need to leave the call early, let the group know in advance
If you know ahead of time that you’ll need to leave a conference call early, it’s important to let the group know in advance. This allows for a smoother transition and ensures that the call can continue without interruption. If you’re unsure if you’ll be able to stay for the entire call, it’s still important to let the group know, and if necessary, have someone else ready to take over your role if you have to leave unexpectedly.
9. Be mindful of time zones when scheduling the call to accommodate all attendees
When scheduling a conference call, it’s important to be mindful of time zones to ensure that all attendees are able to participate. Consider scheduling the call during a time that works for everyone, or rotate the meeting time to accommodate different time zones. This will show respect for the attendees’ schedules and help promote a more inclusive and productive conversation.
10. Encourage participation from all attendees to ensure everyone has a chance to share their thoughts
To ensure that everyone feels included and valued during a conference call, it’s important to encourage participation from all attendees. This can be done by asking open-ended questions, calling on people who haven’t spoken yet, and creating a safe and welcoming space for all ideas to be heard. This will promote a more collaborative and productive conversation, and help ensure that everyone’s voices are heard.
11. Practice active listening and show engagement through verbal and nonverbal cues
Active listening is an essential skill that helps to improve communication and understanding during conference calls. It involves giving full attention to the speaker and showing engagement through verbal and nonverbal cues. When on a conference call, ensure you listen carefully to what the speaker is saying and avoid multitasking. Also, show engagement by asking questions, nodding, and using verbal cues like “I see” or “That’s interesting.” These nonverbal cues indicate that you are attentive and interested in what the speaker is saying.
12. Clarify any misunderstandings or unclear points to ensure everyone is on the same page
Misunderstandings or unclear points can derail a productive conference call. It’s essential to clarify any misunderstandings or unclear points to ensure that everyone is on the same page. If you are unsure about something, ask for clarification. Repeat what you have understood and ask if it is correct. This way, the speaker can correct any errors or omissions.
13. Avoid using jargon or technical terms that might not be familiar to all attendees
When on a conference call, avoid using technical terms or jargon that might not be familiar to all attendees. Instead, use plain language that everyone can understand. If you need to use technical terms or jargon, explain their meaning. This way, everyone can follow the discussion, and no one will feel left out. Also, avoid using acronyms or abbreviations that might not be familiar to everyone. If you have to use them, explain what they mean. This will ensure that everyone is on the same page and can contribute effectively to the discussion.
14. Use visual aids, such as slides or charts, to help explain complex concepts or data.
Visual aids can be a valuable tool for making conference calls more efficient and productive. When explaining complex concepts or data, using visual aids like slides or charts can help ensure that everyone on the call is on the same page. Be sure to keep the visual aids simple and clear, and provide a brief explanation of each one to help attendees understand their purpose.
15. Avoid side conversations or background noise that might distract other attendees.
Side conversations and background noise can be a major distraction during a conference call, making it difficult for attendees to focus and follow the discussion. To ensure that the call stays productive, make sure to avoid side conversations and keep background noise to a minimum. If you’re in a noisy environment, consider using headphones with noise-cancelling capabilities to help block out distractions.
16. Respect cultural differences and be mindful of any potential language barriers.
When conducting conference calls with attendees from different cultural backgrounds, it’s important to be respectful and mindful of potential language barriers. Speak clearly and slowly, and avoid using idioms or slang that may not be familiar to all attendees. Be patient and allow extra time for translation if necessary, and be sure to address any questions or concerns that arise during the call.
17. Avoid using speakerphone if possible to prevent echoes or feedback.
Using a speakerphone during a conference call can lead to echoes or feedback, which can be distracting and make it difficult to hear what’s being said. Whenever possible, use a headset or a phone with a built-in microphone to ensure clear audio quality. If you must use a speakerphone, be sure to test the audio beforehand and make any necessary adjustments to prevent feedback.
18. Use a virtual background to maintain privacy and minimize distractions.
Using a virtual background during a conference call can help maintain privacy and minimize distractions. Many video conferencing platforms offer the option to use a virtual background, which can be especially useful if you’re working from a public location or have a cluttered or distracting background. Just be sure to choose a background that is appropriate and professional.
19. Consider recording the call for future reference, but obtain permission from all attendees first.
Recording a conference call can be a helpful way to ensure that all important details are captured and to provide a reference for future discussions. It’s important to obtain permission from all attendees before recording the call to ensure that everyone is comfortable with the idea. Be sure to also let attendees know how the recording will be used and stored.
20. Follow up with a summary of the call and action items.
Following up with a summary of the call and any action items that were discussed can help ensure that everyone is on the same page and that any next steps are clearly defined. Make sure to send the summary and action items to all attendees as soon as possible after the call, and provide a clear timeline for any deadlines or follow-up tasks. This will help ensure that everyone stays on track and that the call was productive and effective.