Ten Conference Call Etiquette Tips for better CCB/GTT meetings
Have you ever been on a conference call where people become a distraction by forgetting to put their phone on mute, or have sidebar conversations with others not on the call? We all know a few etiquette rules for at the dinner table, but what about etiquette protocol for conference calls?
Here are some easy guidelines to follow when attending a CCB/GTT Program conference call:
- Keep track of conference call dates/times. Make sure you know when your conference call is, and be sure to keep the conference call number and pin handy so you are not scrambling to find it at the last minute. Call in to the conference line a couple minutes early and enjoy chatting with others who arrive before the meeting starts.
- To know what is happening at GTT and the CCB Open Chat conference calls, register your email address by activating the Follow Link near the bottom of the page on the Blog at GTTProgram.Blog.
- Mute your phone when you are not speaking. To help avoid distracting sounds, conversations, or noises that are not applicable to the conference call, the mute button can be your friend. Muting your phone will help you avoid embarrassing sighs, munching noises from eating your lunch, or other background noise. CCB/GTT Zoom conference calls will mostly function with all participants muted, and those who want to comment or ask questions will be encouraged to use the Raised Hand feature. Meeting facilitators will keep an eye on the list of Raised Hands and will invite participants to engage in the order the hands were raised.
- The Zoom Conference system allows you to include your name in the Participants Panel. If you use a telephone to dial into a CCB/GTT meeting, ask the Host to add your name so others can identify who’s on the call. Ask a CCB/GTT staff member or volunteer to assist if you don’t know how to ensure your name is included. As Zoom Bombers often don’t include a name in the Participants List we may remove you from a call if unnamed in such instances.
- State your name and where you’re from before speaking. Since the conference call attendees are not all in the same room, it is important for others on the line to know who is speaking so that they can better understand the context of your comments.
- Be prepared to discuss the topic at hand. Like with all meetings, you should do a little prep work or jot down topics or questions that you would like to bring up on the conference call.
- Keep background noise to a minimum. When you take your phone off mute to speak or to get ready to chime in, make sure that you are not distracting the other callers. This noise may be generated from standing outside in the wind, typing on your computer, kids running around, pets barking, side conversations with people in your vicinity just to name a few. It is best to find a quiet location for the conference call.
- Maintain a good telephone or Wi-Fi reception. A bad connection often causes static or dropped calls making your input to the conference call hard to understand, in which case you may have to call back into the meeting.
- Many CCB/GTT meetings will have an agenda and it will usually be provided before the conference call. Be sure to attend even if it isn’t a topic you need to learn about, as you might be able to assist others in their learning, and bring questions for the Q and A section of the meeting as there is usually time left for general discussion even when there is a topic on the agenda.
- CCB/GTT meetings will always have a defined facilitator and technical host. The facilitator will guide the conversation, introduce any presenters, make sure everyone sticks to the agenda and pays attention to time, the host will look after muting and unmuting the call, renaming participants in the Participants List, lowering hands and recording calls that lend themselves to being recorded.