Learn how to improve your phone etiquette and communication skills for conference calls with these tips and best practices on how to prepare, participate, and follow up.

Speak professionally on conference calls by using clear, articulate language and a calm tone. Avoid interrupting others and use active listening to understand their points. Be concise and stay on topic, while summarizing key points to ensure mutual understanding. Maintain a positive and respectful demeanor, and use proper etiquette, such as muting your line when not speaking to minimize background noise.

Last updated on Aug 9, 2024

What's the best way to speak professionally on conference calls?

Conference calls are a common and convenient way to communicate with colleagues, clients, and partners across different locations and time zones. However, they also pose some unique challenges and require a high level of professionalism and etiquette to ensure a smooth and productive conversation. In this article, you will learn some tips and best practices on how to speak professionally on conference calls, from preparing in advance to following up afterwards.

1 Choose the right platform

Before you join or host a conference call, make sure you have the right platform and tools for the purpose and audience of your meeting. Depending on the size, duration, and format of your call, you may need to use a phone, a computer, a headset, a microphone, a webcam, or a combination of these devices. You may also need to select a suitable software or app that allows you to share your screen, chat, record, or mute participants. Some popular options include Zoom, Skype, Google Meet, and Microsoft Teams. Test your equipment and connection beforehand and familiarize yourself with the features and functions of your chosen platform.

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Yuvaraj V

Assistant Manager - Global Talent Acquisition | MBA in HR
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Speak professionally on conference calls by using clear, articulate language and a calm tone. Avoid interrupting others and use active listening to understand their points. Be concise and stay on topic, while summarizing key points to ensure mutual understanding. Maintain a positive and respectful demeanor, and use proper etiquette, such as muting your line when not speaking to minimize background noise.

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Maria Kristine Villafuerte

General Virtual Assistant| Data Entry | Digital Marketing | Social Media Marketing | Google Ads| Accounting Clerk | QuickBooks| Online Tutor| Research| UX Design Student
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Speak clearly, use professional language, avoid interruptions, actively listen, contribute thoughtfully, and be mindful of your tone and pace for effective communication on conference calls.

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2 Be punctual and courteous

One of the most important aspects of speaking professionally on conference calls is to respect the time and attention of everyone involved. This means you should always be punctual and join the call at least a few minutes before the scheduled start time. If you are running late or have technical issues, inform the host or other participants as soon as possible via email, text, or chat. Once you are on the call, greet everyone politely and introduce yourself if necessary. Use formal titles and names unless you are on a first-name basis with the other speakers. Avoid interrupting, talking over, or dominating the conversation. Listen actively and acknowledge the contributions of others.

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3 Communicate clearly and concisely

Another key aspect of speaking professionally on conference calls is to communicate your message clearly and concisely. This means you should avoid using jargon, slang, or acronyms that may confuse or alienate your audience. You should also speak slowly, loudly, and articulately, using short sentences and simple words. To avoid misunderstandings or misinterpretations, repeat or rephrase important points, ask for confirmation or feedback, and summarize the main takeaways at the end of the call. Use a positive and respectful tone and avoid sarcasm, humor, or criticism that may not translate well over the phone. Use verbal cues and transitions to signal when you are starting, ending, or changing topics.

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Jo Lacy

Senior Acoustic Consultant at Miller Goodall
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This is a difficult point to master, I suggest consciously monitoring yourself during your internal meetings. Pay attention to how often you say, "Erm, ok. Yeah, so..." Avoid filling time with noises. Learn to find your words before you speak. If you need to pause before speaking to avoid making noises, pause before speaking. This is ESPECIALLY important for video calls and suggests confidence in what you're talking about, even if you don't feel it.

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4 Follow the agenda and etiquette

To ensure that your conference call is productive and professional, you should always follow the agenda and etiquette that have been agreed upon or established by the host or organizer. The agenda is a document that outlines the purpose, objectives, topics, and duration of the call, as well as the roles and responsibilities of each participant. The etiquette is a set of rules or norms that govern the behavior and expectations of the speakers and listeners on the call. Some common etiquette rules include muting yourself when you are not speaking, announcing yourself when you are speaking, asking permission before recording or sharing your screen, and thanking everyone for their time and participation.

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Tapsi Chhabra

Communication and Soft Skills Coach | Public Speaking Coach | Teacher Educator | Speaker | Cambridge DELTA
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Some things to remember about etiquette for conference calls: 1. Take turns to speak - it is utterly unprofessional and chaotic when multiple people speak at the same time. 2. If every attendee in the conference call needs to speak to give updates or to contribute in any way, have a pre-established order of speaking. Alternatively have a policy of speaking when being invited by the chair. 3. Use polite language for interruption in case you have to speak up (I'd like to add here that...Before we move on I'd like to say that...I'd like to jump in here and add that...) 4. Make sure you have updated technology and are using a quiet space to take your calls. 5. Don't shy away from calling out massive detours from the agenda.

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5 Use visual aids and examples

One of the challenges of speaking professionally on conference calls is to keep your audience engaged and interested in your message. One of the ways to overcome this challenge is to use visual aids and examples to support your points and illustrate your ideas. Visual aids are any images, graphs, charts, diagrams, or slides that you can show on your screen or share via email or chat. Examples are any stories, anecdotes, cases, or scenarios that you can use to demonstrate your concepts or solutions. Visual aids and examples can help you capture the attention of your audience, clarify your message, and enhance your credibility and authority.

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6 Follow up and follow through

The last tip on how to speak professionally on conference calls is to follow up and follow through after the call. This means you should send a thank-you note, a summary, or a feedback request to the host and other participants within 24 hours of the call. You should also review the action items, deadlines, and deliverables that were assigned or agreed upon during the call and make sure you complete them on time and as expected. Following up and following through can help you build trust and rapport with your audience, reinforce your message and goals, and ensure the success and continuity of your project or relationship.

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Daniel Mesquita

Software Engineer | Back-end | Java | Spring Boot | JPA | JDBC | JSP | Docker | SQL | NoSQL
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O incentivo ao avanço tecnológico, assim como a mobilidade dos capitais internacionais causa impacto indireto na reavaliação das diretrizes de desenvolvimento para o futuro.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Obinna Nwerem

Proactive Assistant Community Director with a decade of experience in sales and customer relations, working towards CAM designation. Strong commitment to excellence and high standards in the property management industry.
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Speaking professionally on a conference call is crucial for credibility and productivity. To achieve this, be prepared, introduce yourself, use a professional tone, speak at a moderate pace, actively listen, use appropriate language, and stay focused on the topic at hand. These practices promote effective communication and foster a productive atmosphere.

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What's the best way to speak professionally on conference calls?

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1 Choose the right platform

2 Be punctual and courteous

3 Communicate clearly and concisely

4 Follow the agenda and etiquette

5 Use visual aids and examples

6 Follow up and follow through

7 Here’s what else to consider

Phone Etiquette

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