Handy Phrases To Use In Conference Calls

Guest Post by Matt Smith. Conference calls are a valuable business tool, especially in today’s environment of increasingly globalised businesses, customer bases, manufacturers and suppliers. Conference calls also allow meetings to be held between groups whose members are in far flung areas of the world without having to pay for transport and accommodation. Whether you are a seasoned pro or new to the world of conference calls, there are some key phrases which will help you to use these calls more efficiently and productively.

Opening Remarks

On opening the call, thank the participants for their attendance. Whether they are joining you at your request or are mandated to attend, a polite expression of gratitude for their time will set the tone for the call. Follow this up with an outline of the agenda for the conference call; what you will be discussing and the goals and objectives of the call.

Example: “Thank you all for attending today’s conference call. As you know, we are discussing the production schedule so that we can brainstorm ideas for cost-cutting measures.”

Introducing Different Speakers

Introduce the different speakers by name, and ask them to say something about themselves such as their professional title, experience, or job function. This will allow the participants to familiarize themselves with the different voices they hear and associate them with the expertise and job function of the other members.

Example: “I’m Mary Stewart, Head of Personnel, and I will be chairing this conference call. James, would you like to begin by introducing yourself?”

Ensuring Inclusion Of All Participants

Without visual cues such as body language and eye contact, participants in conference calls can find it difficult to know when to speak, or how to indicate that they wish to make a contribution. If a member of the discussion does not seem to be contributing, ask them by name for their opinion or thoughts on the matter at hand.

Example: “Brian, you have been liaising with the China office. Do you have any thoughts on production capacity?”

When Discussions Go Off Track

In any meeting, it is easy for discussions to be sidetracked or for matters that are not relevant to the matter at hand to be brought up. Should this happen during a conference call, address the participants by name, suggest postponing this side-issue and bring up a relevant issue to get the discussion bank to pertinent matters.

Example: “Sheila, Barry, I think we should move that issue to next week’s meeting. Amy, could you advise us of the current situation in product development?”

Concluding the Conference Call

Thank all participants for their time and contributions. Without body language and physical cues, conference calls can seem cold and alienating, so politeness is important to ensure motivation of the participants. Go over the results of the conference calls and any further plans that have been made.

Example: “Thank you all very much for attending, especially Jason, as I believe it is 3 am in his location. We have decided that the research and development budget needs revising and we will conference call again at the same time next week to hear Sally’s findngs.”

Matt Smith – Freelance business, conference calling and technology blogger.

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