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Four Things to Do Before Making a Conference Call

March 22, 2012 | Comments: 0 | Views: 167

Even if you have never made a conference call before, it is probably safe to say that using a conference calling program is fairly simple. In many cases it is simply a matter of downloading a free program, any software you may need to use it, and then reading a few instructions. But where things get a little more complicated is when it comes to making your call successful from a professional standpoint.

Professionalism in conference calling is absolutely necessary because the person or people you are speaking with cannot see you and draw off of your expressions and reactions. For this reason, there are etiquette issues involved you will need to address prior to making such a call. Doing four things specifically will help ensure professionalism and ultimately success in your calling endeavors.

• Designate a quiet space for your calls. Having a quiet space to hold conferences is extremely important. The last thing you want when you are on an important call is for the individuals you are conferencing with to hear what is going on in the background at your place of business. In addition, you do not want to have to stop an important call midway because there is too much noise going on around you.

• Check for proper volume levels and sound. Prior to your conference, whether a business call or personal call, you will want to check your volume and sound levels. Making a quick call to another associate or colleague will help ensure everything is working properly and sounds as it should. This way when you have a real meeting scheduled, you will have no volume problems that need to be adjusted at the time.

• Be prepared with notes and pertinent information. When it comes to important meetings, preparation is the key to success. You will want to have notes prepared and pertinent information on hand so you do not cause any delays during your conference meeting. It is also important to make sure any other associates attending the meeting are prepared properly.

• Prevent unnecessary interruptions from occurring. Finally, it is extremely important to prevent unnecessary interruptions during conference meetings as well. Just as you would not want a face-to-face meeting to be interrupted by associates, colleagues, or children, you also do not want a conference call meeting interrupted. Be sure to keep doors locked and notify others you will be on an important call, and you should be able to get through the call interruption free.

Conference calling programs are a great tool, but you have to make the right preparations for your calls to be successful. Do these four things and you will be on your way to making your business more productive and efficient.

A consultant to Rondee's free conference call system, author Andy Court is a communications expert. Andy Court has commented at great length on the use of conferencing products to enhance teamwork.

Source: EzineArticles
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