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Conference calls offer a great alternative to on-site meetings. You don't have to find a conference room that's available. There's no travel time to build into your schedule. You can "attend" in your sweat pants and no one knows. You can eat even if you don't have enough for everyone (as long as you're on mute so others don't hear you chew). However, it seems the relaxed nature of a conference call leads some people to relax their manners as well.

I was on a monthly conference call today for leaders of a national organization. One of these "leaders" joined the call late and even though someone else (who had joined the call on time) was talking, she butted right in and introduced herself - literally cutting off the person speaking. And she kept talking, apparently oblivious to the dead silence that met her introduction.

She reminded me of another conference call participant with whom we had to deal recently (different group). He consistently joined the call late, often 20-30 minutes into the one hour call. He always announced himself with a lengthy explanation for his tardiness, never bothering to notice he was interrupting someone. He repeatedly asked questions and brought up discussion points that had been discussed before he joined the call. His behavior was rude and disruptive, and frequently extended the call much longer than necessary, much to the consternation of other committee members.

Here are a few simple rules for conference call etiquette:

1. Notify the call leader in advance - If you know you are going to be late, let the call leader know ahead of time, especially if you have a discussion item on the agenda. This way, s/he can tailor the agenda order and advise others to expect you late.

2. Place your discussion item(s) on the agenda - If you have something you want to discuss during the call, let the call leader know in advance so s/he can add it to the agenda. If you think of something during the call and it doesn't fall under an item already on the agenda, hold it until the "other business" portion of the agenda.

3. Review the agenda before the call. Jot your questions and comments next to the corresponding agenda item so you don't bring them up out of order. This is especially important if you are going to be late for the call. You don't want to alienate other participants by going back over what you missed.

4. If you're tardy, be extra courteous. If you must join the call late, be respectful of other participants. Wait for an appropriate pause in the conversation to announce yourself. (Note: many automated conference services ask you to state your name, but resist the urge! The call will be interrupted with a recording of you saying your name - it's the same as jumping on and announcing yourself.)

5. Take responsibility for following up on what you missed. If your question or agenda item was discussed before you joined the call, don't force the rest of the team to rehash it. Contact the call leader or another participant post-call for an update, or wait for the minutes to see if your question was answered.

6. Mute the phone unless you are speaking. This helps reduce distracting background noises and, if you're in sweats, you're probably at home, and other callers shouldn't be subjected to your dog barking when the FedEx guy knocks on your door.

7. Get to the point - Nothing irritates participants more than a call running beyond its scheduled time because someone drones on and on and can't get to the point. Keep your comments on target and limit the editorializing unless you're in a free-flow or brainstorming stage of the call.

Do you have other tips to share or pet peeves from conference calls you participate in? Share them with us!

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