Audio Conferencing Etiquette
Whether it is a live conference or an audio conference, etiquette is a necessity or else a conference will result in chaos. Keeping this in mind, audio conferencing etiquette has become a key need and learning for all conference participants. Teleconferencing connects people in an easier way however, the challenges of group communication still remain. The chances of miscommunication increase as the visual element is missing. Audio conferencing etiquettes form a guideline enabling us to conference productively and with minimum trouble.
Lets start by discussing about few of the basic audio conferencing etiquettes.
1) Moderators should be before time
Moderators should be present earlier than everybody else. It is important to show the importance of your conference by making the effort of being early.
This will help them make sure that early entrants to the conference do not feel left out or do not assume that the conference is cancelled. It also allows them to take charge and decide when a quorum has been reached and start the conference. They should take a roll call before starting the conference.
2) Start your conversations with a short introduction
Please remember that your conferencing partners cannot see you and may not recognize your voice. Audio conferencing etiquette demands that you state at least your name every time you speak. In case you are directing a question at somebody please state the persons name before asking the question.
3) When emergencies Beckon
It sometimes becomes necessary to disengage yourself from the conference to attend to some work locally. Putting your phone on hold disrupts and stops the entire conference since your phone plays hold music into the conference making conversation impossible. The wise thing to do (according to audio conferencing etiquettes) during such emergencies is use the mute button. Do not forget to un-mute when you return to the conversation.
4) Sound issues
It is mandatory to take care of the distractions caused by rustling of paper, plastic, eating during the call, which might create disturbance during the conference. According to audio conferencing etiquettes all these sounds are a strict contravention and should not be indulged in at any cost.
To maintain proper sound quality speakerphones are better to be avoided to prevent background noise. Mobile phones have a tendency to pick up static. Hence, try to avoid the mobile phones. In case a cell call is necessary make it from a stationary location with high signal strength.
5) Agenda and time
As with any meeting or conference, audio conferencing etiquettes dictate that you stick to the predefined agenda and schedule in deference to other participants valued time.
6) Ending the conference
It is important for the moderator to state clearly when the conference ends and stay on line till all participants have left the conference.
Audio conferencing has helped to bridge the physical distances in a remarkable way. But this communication might turn into a miscommunication if proper audio conferencing etiquettes are not followed. These simple rules allow your audio conferencing experience to be pleasant and rewarding.