Teleconferencing Etiquette¶

See Design Lab FAQ and Phone Call Procedures for more information on making conference calls.

Etiquette when having a teleconference (conference call):

General Tips

• Plan to be at the phone 10 minutes before the call takes place to get yourselves set and organized
• Have a designated facilitator for the call (one person should "run" it)
• The standard time for a call is 45 minutes. Any longer can be intruding on their time
• Make sure you hang up the phone. Check for a dial tone

First Call with your client

• Introduce yourselves: Names and Majors
• Clarify your Problem Statement & Objectives. Define what you think it is and ask for their opinion
• Don't ask questions you should know or could have answered had you taken the time to look
• Ask specific questions. Don't ask things like "What do you want?"
• Ask if they'd like weekly updates and how they would like it presented

The microphones are sensitive

• Don't slide them across the table
• Don't crinkle/rustle papers near them
• Don't put them next to your computer fan

It is good to send your client a presentation to guide your call

• Within the first couple slides should be an agenda for the meeting
• Lead them through the slides ie let them know when you're moving to the next slide
• Number the slides
• Like any presentation, don't read off the slides but use it as a guideline to keep the meeting on track

General Speaking

• Don't use acronyms unless you define them or they are industry standards
• Don't use slang or colloquialisms (eg "You guys know...")
• When asking for something, offer information that shows you know what you're looking for

There are additional considerations when video is also part of the teleconference!