Expressing Yourself Clearly on a Conference Call

On a conference call it's easy for people to tune out, get distracted by other things or even choose to stop listening altogether. So, the way you express your thoughts will not only affect the way you are perceived by others, but is critical for being heard and understood. Often it makes a difference whether you are even able to finish what you are saying! The following skills will improve any form of communication - in a meeting, in front of an audience or on the telephone.

Use a clear structure

Structure what you are saying and organize your thoughts into clear and concise points. This way it's easier for people to follow, and your thoughts appear to be more knowledgeable and considered. Signpost your points so you're less likely to be interrupted, and the chair knows to return to you if you are interrupted.

It might help to use notes to organize your thoughts so you can follow a structure on paper and avoid getting lost.

Frame questions

Similarly, when asking questions, frame the question or request to get the person thinking quickly and avoid embarrassment.

Carefully framing questions will also give you a way of "leading" a question or prompting somebody to make a point. This technique is very useful when you want to raise an argument but feel that someone else on the call is more credible for making that particular point.

Balance your explanations

Don't over-explain... or under-explain. You don't want to bore people or get a reputation for loving the sound of your own voice, but equally you don't want to leave people confused or criticizing you for being aloof.

When you are speaking, use your judgment as to how much explanation is required. Keep checking in with everyone to ensure they are following, but not getting bored. Generally, less is better because you can always go back over something if people need it. Remember that if you are the expert then people will not understand the concepts as easily as you, so you need to ensure they don't feel silly about stopping you or just pretend they understand.

Get to the point

Get to the point quickly, and follow with further evidence, explanation or examples. Make your points quickly because you never know when you might be interrupted or cut off by the chair (or another participant).

Be succinct

If there is a simple answer to a question, give it. Say yes or no, don't repeat the question or waffle about how you thought at first it might be "no" but then you thought about it some more and now you have decided it is "yes".

Be precise

Ensure your answers are precise and not open to ambiguity. For instance, when confirming something it is better to answer with the words "correct" or "agreed" - instead of "right", "uh-huh", "yeah" or other words that people often say just to show they are following a stream of thought.

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