Are you trying to nail down effective calls between remote workers? Use these six conference call etiquette tips to get everyone on the same page.

One of the things we tend to look over with distributed teams is availability and time zones. If you work in a position alongside employees in different time zones, it can be difficult to communicate with them effectively. Plus, there is a certain degree of conference call etiquette that’s required to keep everyone on the same page. No one wants to wake up at 5:00 a.m. for a call because their employees on the opposite coast are unrelenting their preferred time.

What you need is a better strategy. Remote teams who work across the globe have to make sacrifices here and there when it comes to conference calls. Whether phone or video, you and everyone else have to be available at the same time, regardless of location.

Build a strategy that appeases everyone’s situations and balances the scales for their time. Then, create a formula to cover everything needed to keep the meetings purposeful.

Master management of virtual teams spread across the globe with proven team management techniques that are immediately applicable and tailored to enhance your team’s current capabilities. Learn more about business consulting, or subscribe to our Virtual Manager training courses.

Step 1: Decide on a time that works for everyone on a consistent basis

Brainstorm with your team. Decide on the times that work for everyone. Of course, this tasks becomes more difficult with distributed workers across different continents. If you can all agree on one specific time and commit to a weekly, bi-monthly, or monthly basis, you’ll have less of a headache. For widespread teams with varying schedules, try to schedule three meetings ahead of time.

Step 2: Make exceptions for people who have difficult time zones to accommodate

If one person on the team is required to join a conference call late at night or early in the morning, help them out. Talk with their managers to set up a schedule that off-sets those extra hours at inconvenient times. Let them take off “normal” hours on that day so they don’t have to work around the clock.

Step 3: Choose a leader to plan, schedule, and mediate conference calls

Every conference call needs a leader to run the show. This is the person who creates an agenda, emails it to all the participants, and keeps track of time during the call. If you designate one person to run everything, that works, but it’s smart to switch it up and let everyone share the responsibility.

Step 4: Call a few minutes before the scheduled time

There is usually a few minutes before the call really begins when everyone is introduced and gets settled. When you agree on a specific time, make sure to remind everyone to call in at least two or three minutes before.

Also, if you or another participant needs to leave the call unexpectedly, announce your departure during a break in the conversation. Don’t leave without letting everyone know, or else they’ll be confused when addressing you or following up after the call with questions.

Step 5: Keep the calls within a specific timeframe

Remote teams have busy schedules just like everyone else. Don’t assume that since your team works from home they have unlimited time for these calls. Create an agenda beforehand and stick to it. Make sure you schedule enough time to cover all the tasks. On the other hand, don’t schedule out too much time for a relatively short amount of topics. Leave minimal room for chit chat and small talk, except for the very beginning or end.

Step 6: Remember to use the mute button to block out noise

Depending on the amount of participants in the call, there could be a lot of background noise happening. Ask everyone to mute their lines when other people are talking. When it’s your turn to talk, then you can unmute your phone and speak. This keeps distracting noise out of the call, including coughs, sniffles, dog barks, traffic sounds, or anything else.

Nail your conference call etiquette first by honoring time zones and different schedules

Distributed teams that work part-time from home offices, and in one location the rest of the time, makes it easier to schedule calls. The more spread apart the team, the more work it takes to effectively maintain a conference call calendar. If that’s the case for your team, the first thing you need to do is strategize everyone’s time and come to an agreement. All the other conference call etiquette comes after the foundation is laid down.

What conference call etiquette is most important to you? Share your thoughts in the comments section.

Master management of virtual teams spread across the globe with proven team management techniques that are immediately applicable and tailored to enhance your team’s current capabilities. Learn more about business consulting, or subscribe to our Virtual Manager training courses.

Photo by Quino Al