10 Tips to Effectively Handle Conference Calls with Customers

We work on outsourced software development projects. One of the biggest challenges in that is to communicate effectively. We started having weekly telephone calls with customers to improve project execution. Here are some tips on drastically improving your effectiveness of handling conference calls with customers.

1. Connection: Have the number to call handy. And an alternate number to call in case the first does not work. Understand the timezone difference. Where will the client be when you call? Get connected 2 minutes earlier than scheduled.
2. Accent: Just as our clients have accent, for them, we have an accent. Indians have a variety of accents (per their cultural background) and that makes it even difficult for the client to understand what we say. Speak slowly, make sure each word is clear.
3. Disturbances: If there are disturbances on the line, don’t keep saying “are you there”, “can you hear me”, “i can hear you” etc. Keep going slowly. If you did not understand something because of the disturbance, tell the client “I didn’t get what you said (about …)” and let them answer.
4. Echo: Mute your microphone when you are not speaking. You may be on a speakerphone in a conference and the client may get echo of what he is speaking if you are not on mute. The same may happen to you if the client is on speakerphone. You can request them to mute their line while you are speaking. This will even save you some bandwidth if you are using VoIP.
5. Homework: Be prepared for the conference call. A conference call is a meeting. So be prepared with the agenda, be ready with your status updates or questions.
6. Culture Difference: Be aware of the culture difference. Your client’s expectations and understanding will not be the same as yours. The slang will be different. Some clients will be very demanding, some will be easy. Watch for this and act accordingly.
7. Cutting Long Conversations short: You or the client may keep on talking. Cut this short – unless it’s contributing. If the client is repeating himself, check whether you understood what they said, and if you reiterated that to them. Go ahead, explain the client what you understood. This will most probably reassure them that you got what they wanted to say. When needed, remind the client about the agenda and time limit for the meeting. And get back on track. Tell them you “would love to get to work on what’s been discussed. And will give an update at the end of the day”.
8. Correct Grammar: Speak good English. Incorrect grammar can upset the customer. It will not only make it difficult for your client to understand you, but will also give a bad impression of you. Practice speaking.
9. Greeting and Closing: Greet with a “good evening” (or similar, depending on the client’s time). And close with a “Thank you”. At the end of the meeting, summarize the actions to be taken now, and provide an update on when can the client expect to hear from you.
10. Listening: The most important thing on any call, is to listen to the other person! Listen actively. Repeat what the client says in your head. This will help you understand it. If you don’t understand, say what you did, and request the client to explain the rest. Practice listening! This is one thing that can elevate your performance anywhere!

What do you say about this? Are there any other tips you’ve got? Any experiences you want to share? Feel free to comment!