Conference calls are required of people in a variety of positions at some point in their careers. Whether you work in an office setting and need to complement a face-to-face meeting with a phone conversation or work in a dispersed or remote environment where conference calls are the norm, handling them successfully is critical for effective teamwork and decision-making.
Vista Residences always wants you to be at your best even if you're working at home from your comfy condo unit. Here are some conference call etiquette recommendations to keep you and your team working efficiently and productively.
Be on time
Perhaps a self-evident guideline. However, it is sometimes easier to say than to accomplish when it comes to the statement "be on time." There are few things more frustrating than being the reason why a conference call gets delayed. That's why it's essential to make a note of the call in your calendar, so you don't forget it. Additionally, plan your day accordingly. Managing your time is vital!
If you know you'll be late for the call, notify the organizer ahead of time and try to enter the meeting without drawing attention to yourself. Don't make the speaker lose attention by distracting them. As an example, you should wait until you've been given the word or until the organizer introduces you at the appropriate time.
Consider your environment
Background noise can be very annoying. On group calls, noise can easily be magnified, especially if someone isn't using a headset. If you are able to, make sure to find an environment with little or no background noise. Consider shutting the door if you're in an office.
Vista Residences understands the need for having an efficient and quiet environment for optimal work at home scenarios. Condo living at Vista Residences has features and amenities that are designed to deliver comfort at all times, free from distracting noises during your hectic conference calls.
State your name before speaking
Although it may seem self-evident, introducing oneself is an important step that should not be ignored. Remember that meetings are essentially human discussions as you are familiar with them in everyday life. It's important for people to know who they're listening to. Say hi and introduce yourself as the call begins. It doesn't have to be a 10-minute speech; simply state your name, job, and your role or position in the conference call if you're one of the prominent speakers.
Make sure to prepare for and prevent technical difficulties
Proper conference call etiquette also covers checking for technical problems. Unexpected events might occur when it comes to technology, and the conference call can wind up being a mess. Most of the time, it's not your fault. In such situations, you should anticipate the worst-case scenario and be prepared for it.
Fortunately, there are specific preventative measures you may take to avoid technological issues. Here are a few examples:
Rely on high-quality conference call hardware and software
Having proper equipment from the outset is advantageous since it greatly decreases the likelihood of an incident occurring.
Before the conference call, double-check everyone's setup
It's always better to be safe than sorry. Before your conference call, make sure to test everything. Check that all features, from the mute buttons to the dial-out option, are operational and that the internet connection is reliable. Don't forget to provide the same courtesy to the other participants.
In the event that you require assistance, have an experienced operator on standby
Hosting a conference call is demanding enough as it is, so adding technological issues to the mix will only make things worse. Keep an operator on standby to assist you if needed throughout the conference call to make things a lot easier for you. You may also ask for operator support, which will allow you to observe the live call.
Learn when to use the mute button
When you're not speaking, turn off your microphone. If you have children or other family members at your condo unit, this is extremely important. It will be irritating and annoying if you do not silence yourself, and your colleagues can hear a dog barking in the background or children conversing.
Other than that, muting is also a way to protect yourself. If you spend a lot of time listening on a conference call, you could forget that your coworkers can hear you after a while, prompting you to say something they shouldn't hear. Instead, if you develop the practice of muting yourself while you're not speaking, you'll avoid any awkward or embarrassing circumstances.
Make your updates a priority
Prioritize what you will and will not discuss in larger meetings. Stick to the agenda. Choosing what you discuss allows everyone to talk about whatever is relevant to them while also keeping the meeting on track.
If you're unsure what to retain and what to limit, a solid rule of thumb is to only discuss a topic if it includes or is essential to at least three people at your meeting. Save it for an email or a smaller meeting if possible. When it comes to conference call etiquette, keeping track of time is crucial.
Wrapping everything up is key
When you reach the end of the conference call, make sure you provide a comprehensive wrap-up of the conversation. Before you hang up, check that everyone is on the same page, is clear on what's expected of them - and the rest of the team - and is aware of the vital role they play as part of that team. If you're on the other end, make sure to listen to everybody else.
But there are also tools and resources available that can help ensure a conference call was productive even after it has ended. For example, if you have someone taking notes, be sure to save those in a format that can be emailed or shared another way following the meeting.
Include these tactics and etiquettes into your conference call routine. In no time, you'll be well on your way to creating more productive discussions and teams straight from your condo unit. Now that you've learned how to conduct yourself during a conference call, you might want to consider investing in a condo in Manila.
Vista Residences, the condominium arm of the country's largest homebuilder, Vista Land & Lifescapes, Inc., offers ready for occupancy and pre-selling condominium projects in Manila and Quezon City that are strategically located within inner-city areas, in close proximity to premium universities and developed business districts. With its offerings, one can make sure a safe condo living, especially in this trying time.
Vista Residences has ready for occupancy condo projects in Manila such as Vista Taft, Vista Heights, Vista GL Taft, 878 Espana, and Crown Tower University Belt. It also has pre-selling projects in the said area, including Vista Recto, Plumeria Heights, Tennyson Heights, Bradbury Heights, Sky Arts Manila, and Kizuna Heights.
Meanwhile, it's ready for occupancy projects in Quezon City include Wil Tower, the Symphony Towers, Pine Crest, and Vista 309 Katipunan. It also has pre-selling condo projects in the said city, such as Hawthorne Heights and Vista Pointe.
For more information on Vista Residences, email [email protected], follow @VistaResidencesOfficial on Facebook, Twitter, Instagram, and YouTube, or call the Marketing Office at 0999 886 4262 / 0917 582 5167.
