[HealthyTribes] Conference call etiquette

[Hasson April R]

Hello,

Just a friendly reminder to read over and follow the conference call etiquette sheet, which is pasted below and can be found here on HPCDP Connection: http://public.health.oregon.gov/Partners/HPCDPConnection/Training_Events/Pages/index.aspx

We've had two grantee calls in the past week where a caller placed their phone on hold and music was played over the line, forcing all of the callers to dial in again. Hopefully we can avoid any pitfalls in the future and ensure that our calls can be as positive and productive as possible.

Thank you,

April

April Hasson
Community Programs Liaison
Arthritis Program Coordinator
Oregon Health Authority
800 NE Oregon St., Ste 730
Portland, OR. 97232-2195
Desk: 971-673-2283
april.r.hasson at state.or.us<mailto:april.r.hasson at state.or.us>






Conference Call Etiquette
Following are some simple tips on how to best participate on your Regional Support Network (RSN) conference calls:


  1.  Use a headset or a hands free phone. You'll make yourself more productive if your hands are free.


  1.  Take the call in a quiet place.  The sounds of children whispering (or screaming), food frying, people eating, dogs barking or toilets flushing are annoying and sometimes embarrassing. Your colleagues will appreciate being spared the distractions.


  1.  Mute your phone when you are not speaking.  Blackberries have a mute button at the top center.


  1.  DO NOT put the call on HOLD, especially if your hold button plays music when you put it on hold.  What you may not know is that this totally disrupts the entire call.  If you have to step away from your phone, hang up and call back in.  We can't conduct our business with music or commercials overpowering the conversations.


  1.  Avoid driving when you are on the call. We value you and your safety.


  1.  Take the call in front of your computer if you can. We find that often a document can be quickly e-mailed to someone who needs to see it, and didn't get it for whatever reason.


  1.  Be sure to download and review all materials before the call.  If everyone does his or her homework, the discussions can be more productive and engaging, and we can spend less time on providing background information.


  1.  Please identify yourself and your organization when you speak. Many voices sound alike and this makes any follow-up much easier.


  1.  Join the call on time, so others don't spend their time waiting for you and the meeting can begin on time.


  1.  There is no need to announce to the whole group that you are leaving the call unless: a) you are due to give a report on the agenda.  In the latter case, it is best to notify the convener of the of your time conflict before the call or as soon as it convenes, so that your report can be accommodated.


  1.  Be a good listener and give others a chance to express their views.  If a point has already been made, there is no need to revisit it.






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