It's been arranged for a while now
, and you have the whole set-up prepared for it. But, how do you manage audio conference calls once they begin?
How can you make sure you all stay on-topic and everything is communicated smoothly?
Don't worry, we've got you covered. In this post, we're going to take you through the best call courtesy, tactics for better communication results, and other handy tips on conference calls
So let's get into it!
Common Courtesy in Audio Conference Calls
If you're new to the world of audio conference calls, or just need to refresh yourself on the etiquette of it all, here are three helpful common courtesies to remember. 1. Be on Time
We understand, you run a business and that means you're always busy! But it's likely that your connections
do as well.
So keeping this in mind, it's probably best for everyone if you turn up on time for your call!
This will let you, and your colleagues, get back to work in the shortest time possible. 2. Eliminate Background Noise
Nothing grates the ears more than a noisy, distracting background during audio conference calls. So when you're preparing for a call, make sure your space is a quiet as can be.
If there's still noticeable background noise in your quietest space, try hitting the mute button whenever possible.
Things that can be considered background noise can include:
- Keyboards clicking at nearby desks.
- Other people chatting in close-range.
- Nearby running machines like printers, or servers.
Getting rid of these factors in your environment is a sure-fire way to minimize distraction during a conference call. 3. Get Straight to Business
A bit of small talk at the start of some audio conference calls is well and good.
However, raving on about your newest schnauzer puppy can extend a call far longer than needed! Plus, it probably isn't all that
So when you start a call, always ask how everyone else is doing, it's polite! But try and keep details about personal goings-on short, sweet, and as to-the-point as possible.
Then, quickly transition to the reasons you arranged the call in the first place.
Getting straight to the business side of a call is great, as it can eliminate any awkwardness often associated with small-talk in these types of calls.
Tactics to Make Your Talks Productive
Now that we have basic courtesy out of the way, how can you make the most of your audio conference calls?
Well, we'll take a look at that now. 1. Pre-Plan Questions and Talking Points
Knowing what to say in these types of calls is a great way to keep the conversation on track.
Whether you write them on your phone with a note-keeping app
, or you actually have a notepad to write things in, it's a good idea to go over what you want to talk about in your calls.
A good way of planning out something like this is to simply outline all of the ideas you have for the call.
Once you have your outline, simplify it into two or three work reminders you can quickly glance at to steer the conversation back on track. 2. Don't Control a Call, Guide It.
In these types of business audio conference calls, it can be easy to get annoyed when the conversation doesn't go how you want it to. But this type of control-oriented approach is one thing that can stop you from getting the results you need!
Rather, try to guide the call in the right direction.
Use little prompts and questions to keep the talk on-topic, and let people flow naturally with the flow of the conversation.
This is good because it can enable people to be more easily focused on the conversation, and properly process what they need to get across to you.
Always trying to force the conversation one way or the other will only break people's focus and concentration, making it harder to get needed information delivered.
We know that if your use to a managerial-type role, this can be hard. But it always helps to remember, bosses may control and give orders, but leaders guide and give direction. 3. Be Polite & Pleasant
Nobody likes being in audio conference calls with someone who is curt, harsh, or ill-tempered! Especially if their results are less than satisfactory.
So when you're on calls like this, be polite like we said earlier, but also be pleasant to talk to.
Be cheerful and excited about good news and developments, and don't freak out when things aren't going your way.
Also, give good constructive criticisms and advice to guide people along in the areas you're helping them in.
A good thing to keep in mind for when you're talking to business connections is to:
"...let your smile be heard
This way, people will be more relaxed and comfortable when on a call with you.
Closing This Call
So there you have it! Some fantastic facts to maximize the results of your audio conference calls.
We hope you've found this post helpful, insightful, and informative.
If you're still searching for a platform to host your calls on, we'd love you to give us a go
If you have any more questions about us, our services, or anything else to do with conference-calling, feel free to get in touch with us
We are more than happy to help your calls go smoothly.
For now, though, we'll let you get back to work!