13 Tips for How to Improve Voice Quality in Office Calls

Today, staying connected with colleagues, teachers, friends, and family is non-negotiable when there is no limit to connectivity. Imagine losing your potential client on the call due to a bad first impression that was not even your fault.

The muffled voice or distorted voices sounded like a crinkled candy wrapper that frustrated the client, and you got scolded by the manager for no reason. 

Now, let’s not overlook the efforts of a hybrid worker who makes every place his remote office. He is always on the call whether it’s a local coffee shop, busy airport, crowded streets, or anywhere in between.

Staying connected, focused, and productive are the real challenges when you are working remotely in noisy and windy environments. In every situation, your presence on the call introduces you to the client, fostering an unforgettable first impression. 

“The first impression is the last.” 

Now let’s come to the point. There is no end to the virtual and online meetings because they have sped up working and left no room for inefficiency. But you can’t lose clients just because you were not clearly audible or the sound was unnatural.

We have to dig in to find the best solution so that we can say goodbye to distorted, robotic, and noisy voices. 

Say hello to sound as clear as a crystal by following our guide “13 tips for how to improve voice quality in office calls”. This guide will help you sound professional during calls, no matter what’s happening behind your back. 

Why does Improved Voice Quality Matter in Office Calls?

Gone are the days when face-to-face meetings were held only, and tasks were delayed due to scheduled meetings. Now there is no room for delay due to the growing trend of audio and video conferencing.

Moreover, if you are running a business globally, face-to-face meetings are the biggest challenge that can delay the approvals for a long time.

So the unified communication platforms, including Zoom, Skype, Google Meet, and Microsoft Teams, have become the cornerstone for global businesses. Here’s why improved voice quality matters in office calls:

Shape the First Impression about Yourself

The conference calls are opportunities to represent your brand voice and shape the first impression of your brand.

The impression that can open doors for prospects, as it’s not just a matter of convenience, it’s a good business strategy. 

Leaves no Chance for Confusion

Effective communication that is as smooth as butter can help you present your company in the way you want it to be perceived.

The voice clarity does not let the important information be missed and does not transform a smooth call experience into a frustrating one. Therefore, there is no room for errors and confusion when the voice is crystal clear.

Increases Productivity and Efficiency

Clear communication speeds up office tasks as problems are addressed and resolved quickly without being physically present on the premises. Poor audio quality can create confusion, misunderstanding, and repeated calls that hamper the efficiency of workers.

If the audio is high-quality, the chances of mistakes are minimized. You get the chance to be in the good books of your supervisor. 

Fosters an Emotional Connection with Clients

For voice-only communications, the voice clarity and natural tone play a great role in gaining customer trust. A clear voice without any background noise does not let down the emotional and convincing tone of the speaker.

The emotional and natural tone convinces customers to make a deal. On the other hand, if the sound feels robotic, it is highly unlikely to grab the customer.

The Best 13 Tips to Improve Voice Quality in Office and Conference Calls

You can’t expect good outcomes if you don’t sound well and clear during the official conferences and calls. At a call, your presence leaves a lasting first impression that either makes you achieve your goal or fail.

Whether you are an online teacher, a hybrid worker, or a sales agent, follow these practical tips to grab potential customers as much as possible.

Check your Internet Connection First

If you don’t want your conference call with your client to be a disaster for your business, check your internet connection first. When you are working from home, you have to be your own IT person. It is recommended to test the Wifi connection before calling so that no inconvenience occurs. 

If you don’t want your call to be disconnected again and again, be closer to the router. Ask your colleagues to turn their wifi off if they don’t need it during the moment of conference call.

A good connection keeps your call uninterrupted and makes it productive. 

Try to Find a Quiet Place to Attend a Call

If you want to say goodbye to the noise in your background during a call, it's necessary to find a quiet place first.

In the office, choose a corner where there is no voice of the coffee machine, colleagues gossiping, and the noise of keyboard typing. When you are working from home, the children's and household chores' noises can distract your focus from the call.

Choose a separate conference room in the office or a secluded room in the home whose door can be closed. These minor adjustments can be a game changer in reducing the background noise. 

Pad the Room for Sound Absorption

Make the surface of your rooms soft so that it absorbs sounds and does not let your voice echo.

Attend the call in a room with curtains, drapes, and drop ceilings that absorb sound and make it easier for you to hear.

Get Closer to the Mic When Speaking

While speaking on the call, you have to maintain a safe distance from the mic. The distance must be neither too short nor must it be unnecessarily long. Let’s suppose you are speaking far away from the mic; will your colleagues be able to hear you?

ABSOLUTELY NOT!

Now, if you are too close to the mic, how will you sound? You will sound extremely loud; that’s unbearable in corporate and official meetings. Therefore, keep one to two inches of distance between your lips and the mic for the best results.

You can also take assistance with a microphone stand for smooth communication.

Silence all the Notifications to Prevent them from Popping During a Call

What can be more frustrating and distracting than the sudden notifications popping up during the call? The ding of messages, vibration, or ringing of a phone is enough to disrupt the normal flow of communication. They distract the meeting participants.

Therefore, it is a recommended professional practice to silence the notifications before joining the meeting.

It will maintain the professional atmosphere, show respect for fellow participants, and provide a clearer, uninterrupted call experience. 

Make the Mute Option your Indispensable Friend

In a conference meeting, the mute button is your best friend rather than your colleagues. How? Because it does not let you disrupt the normal flow of communication with the surrounding background noise. 

So it’s better to be called to unmute rather than frustrating participants with sounds of sirens, kids, dogs, and espresso machines.

Don’t Let your Voice Echo

Have you been in a frustrating situation when you speak and hear your every word back? Feels disgusting, right? That happens if a number of people and the speaker system are close to the microphone. Actually, the voice is reflected in the speakers.

If you encounter this situation of voice echoing, just keep the mic and speaker at a distance. In addition, mute yourself when you are not speaking. As it can also cause your voice to echo. 

Avoid using Speakerphone for Attending Calls

If you love a hands-free conference call experience, you would rush to use a speakerphone. But it is not recommended to use speakerphone for long calls. As it will not have high-quality audio, this will make you and fellow attendants suffer in the meeting. 

You will hear the surrounding noises like typing on the keyboard and other sounds, but not what you or others are speaking.

Therefore, use a wireless headset, not a speakerphone, for freedom of movement.

Adjust Volume Settings

It’s a common mistake that most people make. They forget to adjust the volume settings that are disruptive, like surrounding noise. The volume settings must be adjusted to a comfortable level that ensures a professional environment. 

Encourage the meeting participants to adjust volume settings and adjust yours first.

A small volume adjustment can make a big difference in ensuring a smooth communication experience.

Invest in a Quality Headset

As we discussed earlier, for long calls, using a speakerphone might be disruptive. For such a situation, it is always a good practice to invest in a high-quality headset with a noise cancellation feature. It will let you hear and speak at the same time without any background noise.  

Keep the microphone near your mouth to sound clear. Investing in a high-quality headset will be a great contribution to ensuring a productive and beneficial meeting.

Choose the Best and Reliable Conferencing Provider

The best internet speed, high-quality headsets, and all tips for improvement fail when you don’t have a reliable conferencing provider.  Read individual customer reviews about the conferencing software you choose before scheduling a meeting.

Look for a reliable provider that guarantees high-quality audio and customer support to avoid any technical issues.

Not all free conference call service providers are reliable. Some famous conferencing service providers include Zoom, Webex, Conference Calling, and Uberconference. They provide reliable service so that you can focus on the call, not on the technical issues.

Try Noise Cancellation Software

Sometimes, it might not be possible for you to find a quiet corner to attend a meeting. In such a situation, you must give a try to noise removal software.  The software removes the unnecessary and unwanted noises from the background from a painful to a tolerable level.

These software include Krisp, Audacity, Noise Gator, and more that remove the surrounding noise as well as the noise at the other caller's end.

Reboot If Nothing above Works

If all the tips fail in ensuring a smooth and uninterrupted call experience, it’s time to reboot or restart your call. This usually resolves all audio problems you encounter during a call.

Follow all the above tips if you want your teammates to thank you for a productive meeting. These tips will help you organize meetings without any technical issues or distractions that fail the purpose of the meeting.

Common Thoughts That Come To Mind Before Attending Office Calls

When you are going to attend an official call, whether in a remote office, call center, or at home, you might feel nervous. It’s completely normal, as some thoughts may be raised in your mind. Let’s address the common thoughts that come before attending a call:

How To Improve The Tone Of Voice In A Call Center? + Before attending the call, take a deep breath. Stay calm and use a warm, confident, friendly tone to show empathy and build trust. Use a noise-cancelling headset that keeps your voice natural, not robotic.

How To Improve The Quality Of Speaking Voice? + Use a high-quality microphone and speak in a quiet room. Avoid touching the mic repeatedly. Mute yourself before adjusting it to prevent distortion.

How To Improve Voice Quality In Audio? + Invest in a good microphone, use a pop filter, and speak in a quiet environment to improve audio quality.

Why Does Zoom Lower Audio Quality? + Zoom compresses audio to reduce file size, especially when singing or using higher pitches. This results in lower audio quality, distortions, and dropouts.

What exercises improve speaking voice? + Gentle humming relaxes your vocal cords. Lip thrills and pitch slides (like a siren) help improve tone, control, and clarity.

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Common Mistakes that Attendees Make to Disrupt the Normal Communication Flow

It’s not always the fault of the headset or devices to disrupt the normal communication flow during an office call.

Some common mistakes that people repeat worsen the remote meeting experience. Some common mistakes that you should avoid are given below:

Behavioral and Etiquette Mistakes

The behavioral and meeting etiquette mistakes ruin the overall experience. These include doing multitasking, such as typing and checking emails without muting the call, and attending a call in a noisy environment.

In addition, coming late to the meeting, constantly speaking over others, and coming unprepared ruin the meeting experience.

Technical and Logistical Mistakes

There are some common steps that meeting attendants forget to do. These are the technical things that result in distorted voices, crinkling sounds, and loss of voice due to a large number of attendants.

The technical mistakes include forgetting to mute and unmute the mic,  speaking too fast, and using a speakerphone disrupts the normal flow.

Final Advice

The virtual and remote meetings are never going to end with the advancement in unified communication platforms and headsets. But there can be challenges in audio quality that can frustrate clients with distorted voices and create confusion. In this guide, we explored the 13 best ways to improve voice quality in office calls. 

The improved voice quality will foster an unforgettable first impression that will grab maximum business benefits.

Follow these steps to say goodbye to the bad meeting experience and enjoy increased productivity without any limitations. Stay connected for more information and to enhance your work experience.