The document outlines etiquette and expectations for conference call administrators and participants. It states that administrators should arrive early, manage the call, provide materials, announce recordings, review agendas, and take notes. During calls, administrators should keep discussions on track and record action items. At the end, they should summarize and send materials. Participants should arrive early, identify themselves, mute phones when not speaking, and notify administrators of late arrivals or early departures. The goal is to keep calls organized and polite.

1. Conference Call
Etiquette
Rules & Expectations for Conference Call
Administrators & Participants

2. Introduction
Conference calls are part of every business
persons’ daily experience. However, not
everyone clearly understands the rules and
the expectations of those participating in a
conference call. This will define and clarify
those rules and expectations, for the
conference call administrator as well as the
participants.

3. Conference Call Administrator
 Before the Conference Call
 Arrive prior to the beginning of the call
 Direct and manage the call
 Provide clear directions to participants
 Distribute any required materials

4. Conference Call Administrator
 At the Beginning of the Conference Call
 Announce the call is being recorded
 Start on time
 Facilitate introductions if necessary
 Review the agenda
 Remind participants of the rules of the call

5. Conference Call Administrator
 During the Conference Call
 Keep the discussion on track
 Ensure attendees are participating
 Keep track of topics to be discussed later
 Record all action items and due dates

6. Conference Call Administrator
 At the End of the Conference Call
 End the call on time
 Summarize the call
 Thank everyone for attending/participating
 Inform participants you will provide them with the
link to the recording, notes, action items, etc.

7. Conference Call Administrator
 After the Conference Call
 Prepare the call summary
 Send summary, recording link to all invitees (not
just those who attended)

8. Conference Call Participants
 Be ready to join the call 5-10 minutes early
 Be on time joining the call
 Notify the administrator if you will be late, have to
leave early, or will not be able to give your
presentation
 Identify yourself when you speak
 Participate in the call
 Be polite, don’t interrupt
 Take notes
 Mute your phone when not speaking

9. Summary
 Administrator:
 Set the agenda
 Manage the call
 Record the call and take notes
 Keep the call on track
 Summarize at the end
 Participants:
 Be on time, be polite, be attentive and participate
 If you must leave early or will be late, notify the administrator in
advance
 Try to avoid disrupting the call as much as possible when you
leave early or join late

10. Questions?

11. © Richard Hatheway – 2014
 Email: r_hatheway@juno.com
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