Introduction

For many of us, conference calls and online meetings are part of every working day. For them to be effective, it’s important to follow some best practices.

Top tips

Here are a few tips to help you get the most out of your discussions:

1

Be ready

Make sure everyone knows when your call is and, if you’re the organiser, provide clear instructions on the invite you send out for the call or meeting. If you are dialing in to someone else’s meeting, keep the conference call dial in number and PIN to hand (if relevant) so you are not struggling to find it at the last minute. 

Prepare for online meetings like you would any other meeting. Have any reference material ready so you do not disrupt the meeting looking for it. Don't be late to the call, especially if you know you have to contribute to the discussion.

2

Use your camera and mute button

When taking part in video calls use your camera, where possible, so all participants can view any visual prompts. Also make sure you are positioned correctly within your camera frame.

If there might be distracting background noise, such as children shouting or your dog barking, use the mute button when you're not talking to help keep distracting sounds to a minimum.

3

Introduce yourself before speaking

If there are a lot of people on the call or you don't know everyone, it helps to introduce yourself before speaking. This will help others to know who you are and understand the context of your comments.

If you're in conference with people from another company, it may also help to state your role, company, or location after your name.

4

Pay attention and be respectful

There can be a lot of distractions when you call from home, such as emails in your inbox, messages from co-workers, social media, or family members. Don't be the person who always has to ask for the question to be repeated, because you weren't paying attention.

Listen to the points of view of other participants, making sure everyone has a chance to speak. Avoid talking over others as it will seem like you are shouting, and key information may be missed.

5

Try to keep a good signal

If you are using a mobile for your conference call, make sure you find a place in your home with a strong signal and stay there for the duration of the call.

A bad connection could cause you to become static, make your voice break up when you speak, or drop the line to disrupt the call.

6

Designated meeting leader

Every conference call or meeting should have a clear, defined leader who sends out the agenda ahead of the call, keeps track of time, and sends out any follow-ups or invites to future meetings.

It is also important to stick to an agenda. If the conversation is straying and attendees are not keeping track, the meeting leader should bring everyone back to the matter at hand.