1. Start an email conversation before the call. Breaking the ice can start in advance by setting the agenda and including all participants in the email string; often this can simply be included in the meeting invite. Sometimes, impromptu email discussions can arise that will carry over into the conference call. This should be encouraged, since it will make the calls shorter and more comfortable for everyone.

2. Set a specific end time, and stick to it. If a conference call doesn't have a scheduled end time, participants tend to get anxious when it runs on and on, especially since they may have other meetings scheduled. Be clear about how long the call is expected to last, and although it can be ended sooner if all the agenda items are covered, it shouldn't run too far over, if at all. Ending on time shows respect for the participants' schedules and helps to keep attention focused and participants engaged.

3. Create an agenda in advance. Every participant should have a printed agenda in front of them before the call starts. This limits the clumsy, awkward transitions that sometimes come with conference calls. Also, agendas give everyone a chance to put their own items into the meeting mix.

4. Introduce all the attendees at the start. Nothing is more awkward or unsettling than suddenly hearing a voice and having no idea who's speaking and what position they have at the company. Is the person who is talking about financials a VP in sales, or is it the CEO? It makes a difference, so do a quick round table of introductions at the beginning of the call, and have each person at least say utter a "hello" so that they're voice is recognizable later.

5. Make small talk at the beginning of the call. Just launching into agenda items might be helpful for a larger strategy, but it's better if people are comfortable with each other first. Simply mentioning a neutral topic like the weather or asking people about vacation plans can break the ice without eating up too much meeting time. And remember, humor is often a welcome introduction to an otherwise serious and potentially heated meeting to follow.

6. Use people's names more often than usual. Particularly at the beginning of a call, a speaker should reference others' comments in association with that person's name. This will help those who are listening to get a sense of who's saying what. Even a starter such as "I agree with Jim..." is helpful.

7. Limit the number of participants. If several people need to know about a conference call's outcome, then ask an assistant to take notes, and email the information later. This prevents the feeling of overcrowding on both sides of the call.

8. Use speakerphone only if necessary. Although some technologies can dampen ambient noise, it's still distracting for callers to be on speakerphone when it's not needed, as when there's only one person on the other end of the call

9. Employ mute sparingly. Some speakerphones and cell phones can click into mute mode without any audible change, but that's not true of every phone. If a setup doesn't have this type of seamless switchover to and from the mute setting, then plan accordingly. It's annoying and sometimes confusing for callers to keep hearing the clicks of a caller going in and out of mute mode, often sounding more like a drop off all together.

10. Keep typing and paper shuffling to a minimum. If someone is taking notes on a computer, let everyone on the call know that from the start so that they aren't surprised by the keyboard clicking noises. Otherwise, checking email, surfing online or going through printed notes when someone else is talking can be insulting; it indicates other people aren't paying attention and have no interest in the topic.

Ultimately, the person who called the meeting is responsible for setting the tone of the meeting and keeping things on track. But everyone loves a good laugh, so starting off the meeting slightly more light-hearted with a joke or funny story can get things started off on the right foot. At the least, you'll keep the grumbling to a minimum the next to you send a meeting invite out!