Teleconferencing by Heloise: a Guide to Good Tele-etiquette

Most people do not realize that when they are on a teleconference they need to use the same manners and behaviors they would use at a social gathering or a professional meeting. The individual should show the behavior they were taught as being socially acceptable.

Not being seen by other members of the teleconference leads one to a false sense of casualness. This creates inattentive behavior and fosters poor communication. Due to the time and distance factor of a teleconference, the inattentive caller is completely unaware that they are being disruptive. These types of callers disrupt the flow of the meeting and are easily identified by other participants of the teleconference. Understanding acceptable professional etiquette will avoid this type of disruption.

It is important to pay attention and be informed about the social norms of teleconferences. Remember the basics, and apply them to teleconferences. Think about how you would act and speak during a meeting with other people. Then, think about how you would behave during a teleconference.

If you took your behavior during a teleconference and placed it in an office meeting setting, would you be satisfied? If you think that your actions might be a little embarrassing, then here are a few tips to keep in mind. The first step is the most important, and that is to be on time.

It might be tempting to teleconference while sipping coffee and eating your lunch, but don't do it! Treat this meeting just as seriously as you would a face-to-face meeting in your office. Sit at your desk and be professional. Others on the call will be able to hear you moving around, eating, or getting settled and it will reflect negatively on you and your professionalism.

Second, have all your files and worksheets laid out on your desk, in an easy to access, easy to see order. Once the operator calls you to ask you to wait while the other participants are connecting will give you a few minutes to finalize this and be ready once everyone is live on the conference call.

Third, listen to the ground rules of the teleconference as the person in charge lays them out at the beginning of the call. Follow cardinal rules of conference calling, especially to let others finish speaking before you jump in with your thoughts. Sometimes it can be hard, not being able to see the other callers, but with some practice and by paying attention it will become natural to you.

Fourth, remember that the end goal of a teleconference is to be heard and understood, as well as remembered, and to be an active participant who has contributed to the meeting. You will need to become comfortable with the dynamics of communication during a teleconference call, and have a grip on when someone is finished talking and when it is your turn to present your findings.

Because when we look at our behavior objectively, whether on the phone or in person, isn't our ultimate goal to appear a valuable and quality employee with a lot to contribute? Of course, we all want to look that way in business, and teleconferencing is no exception. Don't think of it as a simple phone call - never forget that you are at a meeting where all the standard rule of etiquette and professionalism apply. You want to keep all these norms in mind while still making your voice heard and being an asset to the outcome of the meeting.