This article was updated on January 23, 2026 with an up-to-date FAQ section.
We live in a world of ubiquitous technology. With Saas tools like Lead Tracking from SalesWings, intelligent email cadence tools such as Cirrus Insight, and web conferencing and screen sharing from Zoom, connecting with your most valuable prospects is easier than ever.
The global web conferencing market, alone, has reached a staggering $2.41 billion. Organizations are benefitting from the newfound ability to reduce travel expenses, increase productivity in remote teams and meet on the go. In essence, our connected world allows us to conference with anyone, anywhere, at any time.
Sometimes, those conference calls go like this:
*Beep*
“Hi, did someone just join the call?”
………..
“Did someone just join the call?!”
“IT’S LARRY. CAN YOU HEAR ME?”
“Hi Barry. Yes, I can definitely hear you. No need to shout!”
“IS CAROLINE HERE YET?”
“Who? Please stop shouting.”
“OK WELL I HAVE A FEW THINGS TO DISCUSS BEFORE SHE GETS HERE.”
“Pull the smartphone away from your mouth, Barry. By the way, where’s Larry?”
You know the feeling. Trying to run a conference call can be like orchestrating a circus, especially as a salesperson!? You have to set up the stage (conference call and presentation software); get the audience in the right seats on time (internal advocates and senior decision-makers); and then put on a live show (sales pitch, product demo or ROI conversation). Except, nobody is actually in the same room.
Our global connectivity often creates small problems among participants, technical and otherwise.
Thankfully, these situations are often more comical than infuriating. (Although they are still frustrating!) As a professional, we still have to work with the people who cause them. Laughing about it just makes it much easier to avoid getting frustrated.
Here are ten funny incidents where participants become the (accidental) meeting antagonist.
- The Heavy-breather:
We know it’s not their fault (or maybe it is – move the microphone away from your face!), but please understand how excruciating it is to feel like someone is breathing in your ear for 45 minutes straight. Heavy breathing isn’t quite nails on a chalkboard, but it does prevent other call participants from concentrating on the meeting. If this is you, please acquaint yourself with the mute button.
> Quick tip: Just let them know… future conference callers will be grateful!
- The Guy-who-moves-his-lips-without-Audio:
Of course, the flip side of never hitting the mute button is abusing it, which brings us to our next detractor. Whether it’s faulty meeting software or his own inability to remember that he clicked on the microphone, this person is a source of confusion and frustration. Stop messing with the sound settings. Either get a new headset or find a quiet conference room.
> Quick tip: Remind everyone in the beginning to unmute themselves…
- Calling from the Desert:
Often confused with the mute offender, she never has a good enough Internet connection to survive an entire meeting. Why?!? For the record, it’s not totally her fault (especially for remote employees), but maybe consider investing in a wireless hotspot for important meetings?
> Quick tip: Hm, tough cookie. Send participants reminders 30 minutes before the call, and ask them to find a spot with a good connection.
- The complete Stranger:
A phenomenon we still have yet to understand. Somehow, some way, a random person always finds their way onto your conference line. He apologizes, but always has to dial in once more time before figuring out his actual conference code. What madness is this?
> Quick tip: Make sure to use a software which allows for unique dial-in links.
- The serial No-show:
Accepts your meeting invite, and then never shows. No call. No email. Not even a text. Nothing. Seriously?
> Quick tip: Create an email template that you send after such meeting-fails. Never assume he just skipped you – you never know what happened – and propose directly meeting times for future options.
- The delayed Interrupter:
Universally disliked, but oh well, you can’t blame them. They can’t let anyone else get a word in unless it’s about her idea, and often, because they receive your last message 10 seconds later. The only time you wish someone accidentally left their mute button on.
> Quick tip: Explain beforehand how you’d like the sales demo to go. If it’s ok to get interrupted with questions, let them know. If not, tell them that questions will be asked in the end. In this case, ideally mute them and tell them to write questions in the chat.
- The Distractor:
If this guy was a fisher, his favorite catch would be the red herring. His point may be valid, but prevent the meeting from reaching any conclusions. No! Who has time for that?
> Quick tip: Thank him for the input, and suggest to discuss it after the call together or in a next call.
- The Bla bla bla who speaks TOO much:
Feels the need to control the conversation. Even when there is a strict agenda for the meeting, he loves to jump in and insert their own personal agenda. We’re not having it.
> Quick tip: Helpless case… ^^
- The mysterious Ghost:
Is she there? The ghost doesn’t make a sound the entire meeting. You honestly can’t even remember if she said hello. Caroline? Are you on the line, yet?
> Quick tip: To make sure all important people can hear you, do a “sound check” in the beginning.
- The constant Traveler:
Appears to be unable to sit on any given meeting at a single location. She’s either calling from her Bluetooth headset while driving down the freeway or video conferencing in from the local Starbucks – both of which make it almost entirely impossible to make out what she’s saying. She never even stays for the whole meeting because she’s got “another important call to get to.” Please block out at least 30 minutes for the call. Always.
> Quick tip: Sometimes it’s better to find a new time, when participants mention they’ll travel. If not it can be a waste of your time.
Source: https://www.youtube.com/watch?v=DYu_bGbZiiQ&feature=youtu.be
Conference calls are quirky, complicated and sometimes fascinating events. As much as they make us want to scream, we still need them! As long as we can master the tools that get us to the meeting – like SalesWings – we’ll be able to handle it like a champ…
Frequently Asked Questions
- How do I prevent heavy breathing?
- How do I handle serial no-shows?
- How can I rein in rambling talkers?
- What should I do in situations with mute mishaps and no audio?
- What’s the best way to handle a connection that keeps dropping?
- What if strangers join my meeting?
- How do I manage chronic interrupters on calls?
- How do I engage silent stakeholders?
How do I prevent heavy breathing?
Address audio distractions quickly by naming the issue, suggesting mute, and offering a simple fix so the meeting can progress without friction.
Start with a neutral prompt: “I’m hearing some background breathing; could everyone double-check mute?” If the culprit is known, DM them a polite note and recommend moving the mic two fingers from the mouth or using a headset. Reinforce a norm to stay muted unless speaking, and share a quick reminder of platform mute shortcuts at the start.
Tip: include a one-slide “sound check” in your deck.
How do I handle serial no-shows?
Respond professionally with a templated follow-up that assumes good intent, proposes two new slots, and reiterates the business value in one sentence.
After a miss, send a brief note thanking them for the interest, restating the problem you’ll solve, and offering two specific times. You can include a calendar link for self-scheduling and ask if priorities changed. If it happens twice, request confirmation from an additional stakeholder or suggest an async resource (short video) before rebooking.
Tip: keep momentum by using our sales conversations pointers.
How do I rein in rambling talkers?
Time-box segments, recap decisively, and park tangents in a visible list so you protect the agenda without alienating champions.
Kick off with a slide showing agenda items and time slots. When someone digresses, validate and “park”: “That’s valuable; adding it to the parking lot to revisit at 25 minutes.” Use crisp summaries to close loops: “Decision: proceed with pilot scope A.” For your own focus and pacing between calls, use short bursts with breaks to reset.
Tip: use the Pomodoro technique to stay on top of sales tasks. time-box prep and debriefs to stay sharp.
What should I do in situations with mute mishaps and no audio?
Preempt mute confusion by opening with a 10-second audio check and a clear rule: stay muted unless speaking, unmute when called by name.
If someone is moving their lips with no sound, pause and say, “You might still be muted,” then offer a fallback: “If audio is tricky, use chat and we’ll read your question.” Encourage a stable setup (USB headset, known good mic) and keep a “troubleshooting” slide in your deck with one or two common fixes.
Tip: send a calendar note with audio steps and device test links.
How do I handle a connection that keeps dropping?
Reset expectations fast: propose switching to audio-only, turning off video screenshares, or rescheduling if continuity threatens a critical sales moment.
Acknowledge the issue, then offer options: “We can continue voice-only and record the demo video, or find a new time when you’re on strong Wi-Fi.” The participant might need to disconnect VPNs, pause heavy downloads, and move closer to the router. For future calls, add bandwidth guidance to invites and suggest a mobile hotspot as a backup.
Tip: include a “low-bandwidth mode” plan in your agenda.
What if strangers join my meeting?
Protect the room with unique links, a waiting room, and name checks, then politely remove unidentified callers to safeguard your prospect’s time.
Admit only recognized names from the lobby, and verify unknowns with a quick, “Could you share your name and company?” If they’re in the wrong meeting, remove them kindly and lock the meeting once all expected attendees arrive. For recurring demos, rotate passcodes and avoid public dial-in codes.
Tip: add a one-line security note to invites to set expectations.
In what ways can I manage chronic interrupters on calls?
Set ground rules upfront (questions in chat, pauses every few minutes) and use name-based turns to keep control without escalating tension.
Open with a structure: “I’ll cover the demo in 10 minutes, then Q&A; drop questions in chat.” If someone repeatedly jumps in, acknowledge them and time-box: “Great point, Jordan: captured for Q&A in five minutes.” Summarize their concern to show you heard it, then return to the agenda line.
Tip: share norms in the invite so leadership can reinforce them.
How do I engage silent stakeholders?
Invite participation by name with low-risk prompts, confirm audio, and assign micro-roles so quiet attendees contribute without pressure.
Early on, run a quick roll call and ask each person’s goal for the meeting. Use directed questions (“Priya, from finance, does the ROI model reflect your assumptions?”) and give options to answer in chat or emoji for bandwidth-constrained folks. Close with a round-robin: “One concern or green light from each attendee.”
Tip: send a one-page pre-read with a clear ask so quieter voices arrive ready.
About the Author:
Brianna Valleskey is a multimedia journalist, B2B marketer, and freelancer.
