The (Often Dreaded) Conference Call: Survival Tips and Tricks

Conference calls are often an inevitable part of any major company’s management system, and they are, more often than not, a dreaded exercise for those involved. We live in an age where we expect instant gratification and in which we’ve developed short attention spans; we anticipate our questions being answered immediately, we expect those to whom we’re talking to listen effectively and react accordingly, and we hope (and often expect) that our problems will be solved promptly. This is due, in large part, to the age of technology. Technology, such as email, text messages and Internet on-the-go, has led to this sense of entitlement, this desire for instantaneity. During a conference call, the likelihood of instant gratification is slim, and your full attention is required to get the most out of the call. It is imperative that you take this into account and adjust your behaviour accordingly in order to protect your EP (executive presence).

conference call        The reason why instant gratification is unlikely during a conference call is simply due to the amount of people on the phone at the same time; there are many opinions on the line, many voices to be heard, and many questions to be asked and answered. Our egos can often get in the way and we may abandon what we know to be good, professional behaviour in order to get our thoughts heard. We may also think that our EP is protected because our colleagues can’t see our face, but that is not the case.

Of course, every conference call has a different purpose, however there are some simple tips and tricks that can help you make it through your conference call, all while protecting, and perhaps even enhancing, your EP.

Conference call tips and tricks:

  1. Keep excellent track of conference call dates and times, as missing a call due to disorganization definitely doesn’t enhance your EP. It is also often a good idea to call in a few minutes early to ensure you will be on time.
  2. Eliminate background noise! There is enough going on over the phone already without the need for those on the call to hear your Starbucks barista grinding coffee beans for ten minutes.
  3. Remember, you can’t read body language over the phone. That’s why it’s so important that you ask for clarification if you’re not sure what a colleague meant. We can often tell, by a person’s body language, if what they are saying is positive, negative, or neutral (or something else for that matter), but this gift is not available to us over the phone.
  4. It is important to always state your name before speaking. Because all attendees are not in the same room together, it is important for the effectiveness of the call that all members know who is speaking.
  5. Wait your turn to speak. Interrupting someone mid-sentence can be perceived as a huge EP blunder.
  6. If, however, you feel it necessary to interject because you have something integral to add, it is important, to protect your EP as well as your colleagues confidence and ego, to bring the conversation back to what they were saying before you broke into the conversation.

It can often be harder to protect and enhance your EP over the phone, mostly due to the lack of visual cues that are so integral to thorough and complete communication. That is why it is imperative that you take the necessary steps to adopting proper conference call etiquette – these manners and communication skills will serve you well over the course of your career, and can often translate into the physical workspace.

 

The Importance of Creating Employee Respect with an Internal Communication Strategy

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Understanding the impact of an internal communication strategy on your business is paramount. Have you ever seen a friendly manager treat their employees poorly? It can harm the company’s credibility. Similarly, if your organization doesn’t prioritize internal employee communication and respect for employees, it can affect external relations and overall quality.

The latest research on Executive Presence by the Centre for Talent Innovation reports that “respect for other” is one of the 6 top core traits of Executive Presence, mainly due to Black Lives Matter and #MeToo movements.

A successful internal communication strategy is crucial. It ensures employees feel valued and empowered, leading to a more cohesive and productive workplace. By implementing strategic communication channels and tools, companies can foster engagement and align internal messaging with external communication.

Regular assessment ensures the strategy’s effectiveness and allows for necessary adjustments. Integrating new internal communication with broader strategies like engagement and content enhances consistency and supports organizational goals. Prioritizing an internal communication system ultimately boosts employee satisfaction and overall success.

Why Does Your Company Need Effective Internal Business Communication?

An effective internal communications strategy is the cornerstone of a thriving organization. It serves as the vital link between leadership and employees, fostering a culture of transparency, trust, and collaboration. Employees need clear communication strategies during their workday. Without clear channels for communication, employees may feel disconnected from the company’s mission and objectives, leading to decreased morale and productivity. Additionally, an effective communications strategy ensures that important information is disseminated efficiently, reducing the risk of misunderstandings and conflicts. By prioritizing internal communication, companies can cultivate a supportive work environment where every employee feels valued, heard, and empowered to contribute to the company’s success.

Developing a strong internal communication strategy and employee-to-employee communication strategy involves creating a template or action plan based on best practices. By understanding communication preferences and utilizing internal communication tools and channels, organizations can gauge the effectiveness of their internal communication program. This ensures that the strategy is working and supports the organization’s internal and external communication needs.

Strategies & Best Practices to Consider for Improving Your Company’s Internal Communication Plan:

Crafting an effective internal communication strategy is essential for fostering a cohesive and productive work environment. Incorporating communication best practices ensures that your organization’s communication goals are met, enhancing overall efficiency and employee satisfaction. Assess your current internal communication methods to identify areas for improvement and implement strategies to address them. Emphasize the importance of good internal communication by promoting transparency, active listening, psychological safety inclusiveness and regular feedback loops. By prioritizing clear and open communication channels, you can strengthen team collaboration, streamline processes and cultivate a culture of trust and accountability within your organization. The following are internal communications best practices to consider:

Encourage Diverse Communication Channels and Practices

While certain employees might feel that a face-to-face discussion is the most effective way to communicate, others may be more comfortable with email correspondence. As management, suggest different forms of communication through which employees can reach you or their supervisors directly. In addition, resources such as staff-wide forums (online or in-person) or informal monthly gatherings keep multiple communication channels open – and set the tone for a culture of communication and employee engagement. By embracing diverse communication practices, companies can ensure that every employee has the opportunity to engage in a way that suits their preferences and work style, fostering inclusivity and productivity across the organization.

Provide Clear Solutions for Problem-Solving

It is important for employees to know where to go or whom to speak with when issues arise in the office. Otherwise, small problems can occasionally grow into job-threatening issues. The most obvious solution is having a strong and approachable Human Resources department. Ensure that HR employees are at the top of their game through professional development training and conference opportunities. Additionally, fostering a culture of open and successful internal communication and conflict resolution training throughout the organization can empower employees to address issues constructively and proactively, reducing the likelihood of conflicts escalating into larger problems. Patrick Lencione’s leadership model for teams encourages vulnerability-based- trust to avoid conflict and engage in healthy debate instead.

Promote Interdepartmental Communication in the Workplace

In most companies, various departments rely on one another to complete their own work, whether directly or indirectly. However, many departments end up working in silos with little to no understanding of the objectives of other teams in the same company – even those working right down the hallway. Through team-building solutions and company-wide events, improving communication throughout departments. Encouraging the use of communication tools like instant messaging apps or shared document repositories can facilitate real-time communication and information sharing among teams.

It is important for staff to understand how their work fits within the work of the whole company as well as how it contributes to the efforts of others. With a better collective understanding of the overarching institutional objectives and strategies, employees will be able to pinpoint how their work contributes to the company as a whole – thereby finding more meaning in their own work.

Establish Direct Lines of Communication from Management to Employees

Simply because of the overwhelming number of responsibilities for executive-level staff, it is often necessary for an assistant to respond to emails and manage the bulk of the communications. Occasionally, however, it is important for employees to be able to reach company leaders directly. Employees should know that upper management is aware of the work and that it matters to the success of the company. Even a brief encouraging email to a department or an acknowledgment on a first-name basis can improve internal communication. Moreover, establishing open-door sessions where employees can directly interact with leadership fosters transparency, trust, great internal communication and a sense of belonging within the organization.

Investing in an effective internal communication strategy is not just a matter of convenience—it’s a strategic imperative that lays the foundation for sustained growth and success. Our Breakthrough Point Certification Program offers communication training that will enable you to convey ideas and hold engagement in communication, enroll now to learn better communication practices.

Understanding International Business Etiquette With 6 Tips for Business Travelers

Understanding International Business Etiquette With 6 Tips for Business Travelers

Travelling abroad for a business trip? You might feel overwhelmed when it comes to practicing international business etiquetteor settling in and adjusting to local customs. But, don’t fret – just yet.

Travelling globally for business can actually be a rewarding experience if you’re open to learning about the traditions and practices of the country you’re visiting. In fact, showing enthusiasm and interest in your host country’s culture can actually be very good for business.

Top 6 Tips for Business Travelers

Here are the top six tips offered by Fox Business, to help you adjust to a new country and come away with the business deal you want:

Observe Local Customs

The best way to adjust to a different new culture during business is simply through observation. Patrick Gray, president of the Prevoyance Group, has lived and worked across numerous continents.He suggested, “Watch how others dress, greet each other and interact with other locals.”

Local customs are often formed over many generations so you will certainly make mistakes. As long as you’re a conscious observer, people will know you’re trying and forgive the occasional (and inevitable) missteps.

Practice Proper Business Etiquette

When conducting business internationally, it’s crucial to remember that you represent not only yourself but also your country and organization. Understanding international business etiquette, including cultural norms and customs, is essential. Whether you’re doing business in the United States or expanding globally, proper attire, punctuality, and respect for local customs are paramount. In many cultures, maintaining eye contact is a form of respect, while in others, it may be considered impolite. Similarly, the use of smartphones during meetings can vary widely, so being aware of these differences can help you establish strong professional relationships and avoid cultural misunderstandings.

Learn About the Country

Since the United States’ culture and politics reach many corners of the globe, chances are that the people you encounter on your business trip will know the name of our president, have an opinion on government and may even have a favorite American television show. You cannot be an expert on every country (nor should you pretend to be), but you should research the country to develop a basic understanding. This simple gesture will communicate that you are an open-minded individual who thinks globally.

Research Cultural Differences

You shouldn’t just learn about the country in general. You should also research how you should operate in the culture specifically. You are, after all, a visitor and should show respect, as your host country conceives of it. Just a little research can go a long way in learning what your host country thinks is and is not appropriate.

Embrace Cultural Differences

Doing business in a different country can be frustrating because you may perceive flaws in the way they execute their business affairs, just as they may perceive flaws in the way you execute your business affairs. Sometimes there are preferred methods for a particular task, but the optimal approach to a specific business maneuver won’t exclusively exist in one country or the other. This is where both cultures can learn from the other. However, since you are a guest in their country, adopt their business manners, at least at first. Enter the culture from a position of humility.

Deal With Culture Shock

For extended business trips, you may experience culture shock, which often manifests itself in different phases: honeymoon, negotiation, adjustment and acclimation.

During the honeymoon phase, you might see the new culture in a romantic light. The negotiation phase (which can begin after about three months) is when you start to sense the differences between your home culture with your new location in a way that creates anxiety or loneliness. During the adjustment phase (which can last as long as a year, if not longer) you slowly start to feel as if your new culture is normal and any negative feelings may decline. If you reach the acclimation phase, you will feel comfortable and sense that you can be a full participant in the new culture.

While going through the sadder, more difficult phases of culture shock, remember not to take out your frustration on any business clients. On the other hand, when you feel enthusiastic for their culture, feel free to share this with them.

Join our Leadership Skills Workshop and Executive Presence Workshop to master first impressions and understand non-verbal signals. Ensure the best business etiquette practices are followed with these core principles for all countries and cultures.

The Importance of Cross-Cultural Understanding

Understanding the cultural nuances in business is key to building strong relationships internationally. For business professionals looking to go global, being aware of and respecting these differences is fundamental. This involves not just adapting to different ways of conducting meetings or greeting business contacts but also understanding deeper cultural values and social norms.

In the global business landscape, digital marketing and other forms of communication have brought countries closer, yet the need for a deep, personal understanding of cultural etiquette remains vital. Whether it’s knowing the right time for business meetings, the appropriate way to give business gifts, or the correct form of address, these small details can help you build long-term business relationships and avoid potential issues.

 

International Business Etiquette By Country

Become acquainted with how people from different parts of the world value hierarchy, status, performance, legal agreements, scheduling, deadlines, professional relationships, and personal ownership.

United States

In the United States, punctuality is highly valued in business contexts. It’s considered a sign of respect and professionalism. Business meetings are typically direct and to the point, with a clear focus on the agenda. While Americans generally use first names, it’s important to initially address someone by their last name until invited to do otherwise. Personal space is also valued, and a firm handshake is standard in greeting.

Brazil

Brazilian business culture places a strong emphasis on building relationships. Business meetings may start with casual conversations as a way of establishing rapport. Punctuality can be more flexible than in the U.S. In Brazilian business etiquette, it’s common to greet with close physical contact, like a handshake or even a hug.

Japan

In Japan, business etiquette is quite formal. Punctuality is crucial, and meetings are often carefully choreographed. Exchanging business cards is a ritual; present your card with both hands and receive a card with the same respect. Bowing is a common and respectful greeting, although handshakes are also becoming more common. It’s important to use titles and last names unless otherwise specified.

Italy

Italian business culture values formality and personal relationships. Initial meetings are often more about assessing the potential for a long-term business partnership rather than jumping straight into business details. A handshake accompanied by direct eye contact is a common greeting. Punctuality is appreciated, but there’s often flexibility with time.

Arab Countries

Many Arab countries value personal relationships and trust in business. Initial meetings may focus more on getting to know each other. In many Arab countries, it’s important to use titles and full names during introductions. Physical contact, like handshakes, may vary; in some cultures, men and women do not shake hands.

China

In China, respect and formality are key in business settings. Business cards are exchanged with both hands and should be treated with respect. Punctuality is important, and meetings typically follow a strict order. Gift-giving can be part of business culture but must adhere to local laws and regulations to avoid misunderstandings.

Excel in international business interactions Learn the business etiquette of your target country. These include forms of address, introductions, body language, handshaking customs, business card exchanges, appropriate conversation, gift giving and dining.

If you want to land your next business deal abroad, learning proper international business etiquette is essential. Contact Us and get started today!