Conducting Conference Calls in a Co-working Space: Tips for a Harmonious Environment

Having a conference call in a large open co-working space can be perceived as inconsiderate by others, especially if the environment is noisy and lacks private areas. However, with a few simple tips, both the person on the call and others in the space can handle the situation respectfully. Here's how to coexist harmoniously.

For the Person on the Conference Call

1. Choose the Right Time
If possible, schedule calls during quieter periods when fewer people are around. This helps minimize disturbances and maximizes productivity for everyone involved.

2. Use Headphones
Using headphones helps minimize sound leakage and allows you to hear clearly without disturbing others. This is crucial in a shared environment.

3. Find a Quiet Spot
Look for areas that are less populated or move to a corner of the space. This reduces noise disturbance and helps you focus better on the call.

4. Keep Volume Low
Speak softly and use a microphone or headset to reduce the volume of your voice. This ensures that your audio is clear without overwhelming the space.

5. Limit Call Duration
Try to keep calls short to minimize disruption. Long calls can easily turn into a point of contention.

6. Use Mute When Not Speaking
If you're in a group call, mute your line when you're not speaking to reduce background noise. This helps keep the environment quieter.

7. Inform Others
If you know you'll be on a call, give a heads-up to people nearby so they can prepare for the noise. This simple courtesy can go a long way.

For Others in the Co-Working Space

1. Be Understanding
Recognize that the person on the call may not have control over the location and that conference calls are often necessary. Be patient and understanding.

2. Use Headphones
If you're working with audio or video, use headphones to keep your noise to a minimum. This helps maintain a quiet environment for everyone.

3. Find a Quiet Area
If the noise becomes distracting, consider moving to a quieter part of the space if one is available. This can be an effective solution for those who need a more focused environment.

4. Communicate
If the noise is particularly disruptive, politely let the person know after their call that it was difficult to concentrate. This shows your consideration for their needs.

5. Establish Norms
Co-working spaces often have guidelines or norms about noise levels. Familiarize yourself with these and suggest improvements if needed. This helps create a more considerate atmosphere for everyone.

Conclusion

Respect and communication are key in a co-working environment. By being considerate and proactive, both the individual on the call and those around them can coexist more harmoniously. Remember, a shared space means shared responsibilities and a commitment to mutual respect.

Benefits of Co-working Spaces

A co-working space is like a blessing to those who are looking forward to working in a place with modern interiors, excellent facilities, customized plans, inspiring coworkers, and amazing events arranged for the members. There is a range of services to choose from as per your requirements, including office space in Noida, Mumbai, or any other location.

Dedicated/flexible desks, virtual office, meeting rooms, event space, and private cabins can be accessed according to the number of members and nature of business. You can be in a co-working space for one day or even one year, working like never before. However, there are some unsaid rules one must follow.

Along with keeping the desk clean, toilet hygiene, and respecting others' privacy, one more important thing to be kept in mind is keeping your volume down at all times. Remember, you're not the only one using the office or paying for it. The other people have as much right to a quiet and comfortable work environment as you do.

There are clients who have paid for private cabins for their teams for they don't want to disturb or get disturbed. Similarly, some book meeting/conference rooms for team discussions or conferences all. Both cases make a lot of sense.

However, there are members who work in open tables and aren't even a little thoughtful of others' comfort. This is a common issue in co-working spaces, and you might have experienced at least one such incident. It's rude to talk on the phone as if nobody's around, as it can disrupt the work environment for others.

Simple Solutions and Dos and Don'ts

1. Inform People
Always inform people that you'll be on a call and ask if you can take a few minutes of their silence. This helps avoid unnecessary disruptions.

2. Speak Softly
Never be too loud while talking. This can be disruptive and frustrating for others working in the space.

3. Do NOT Use Speaker Mode
Do NOT put the phone on speaker. Instead, use headphones or a microphone to ensure clarity and maintain privacy.

4. Book a Meeting Room
If you know you'd have a call, book a meeting room. This helps keep everyone focused and reduces distractions.

5. Put Yourself in Others' Shoes
Always put yourself in others' shoes before making chaos. This simple mindset shift can help you be a better member of the co-working space.

6. Show Gratitude
Thank your coworkers after the call to come across as a grateful person. This shows respect and appreciation for their surroundings.

These tips will not just make you a good member of the co-working space in places like Noida, Hyderabad, Chennai, and basically everywhere but would also help in saving your image in the workplace. By following these simple guidelines, you can contribute to a more harmonious and productive co-working environment.