7 tips for ensuring your next conference call is effective
“Yay! A conference call!” said no one, ever. Between equipment fails, inattention and difficulty hearing speakers, conference calls are often derided as a waste of time. In fact, one study found that 60 percent of respondents admitted to doing something unrelated while on a conference call. And that’s unfortunate, given that conference calls can actually be a highly productive tool when used correctly.
With today’s emphasis on flexible workforces, conference calls remain a strategic way to collaborate and stay in touch with far-flung or virtual teams and clients without incurring travel costs.
Here are seven tips to help make your next conference call more valuable, whether you’re the organizer or the participant.
1. Test your equipment
Nothing makes a conference call more awkward than participants fumbling to connect or the background noise someone makes when they think they are on mute. And if you’re using video or a computer, it’s doubly important to make sure the software has been downloaded properly so you can join seamlessly.
If you’ll be on camera, double check that your background is appropriate and professional — no personal items or clutter — especially if you're working from home.
2. Choose ample meeting space
If there will be several people in the room, think carefully about an appropriate setup. For a small group, a huddle room might be best, so that people can easily cluster around the phone and everyone can hear adequately.
For a larger group, make sure that your conference equipment is up to the task and able to broadcast satisfactorily so you don’t spend the whole call repeating yourself or shuffling around to be near the speaker. Rooms with rolling chairs are a good choice so speakers can easily position themselves closer to the phone if the microphone is lacking.
3. Distribute an agenda
Inform people of the topics that will be covered and a rough estimate of time allotted for each, so they are prepared with relevant information and/or questions. Also make sure to include all the participants’ names, titles and affiliations, if it’s a group that doesn’t meet regularly.
When you distribute the agenda, include the dial-in directions even if they’re on the meeting notice so they are easy for attendees to find, as well as contact information for the organizer in case someone is having trouble dialing in.
4. Call in early
Many calls are initiated by a large group gathered in one room, joined by others dialing in separately. If you’re the organizer, call in early so that attendees can immediately hop in, and you have a few minutes for small talk prior to diving into business. Participants should be equally punctual: When you dial in late, either everyone is waiting for you, or you cause a disturbance when you beep in.
5. Involve everyone
Giving all participants a speaking role will make sure that their voice, literally, is heard — and can also improve focus. If the conference call involves several people at one location with others dialing in separately, it’s important that the big room doesn’t dissolve into side chatter that the other participants can’t hear.
If you’re the moderator in the larger room, check in frequently with the other attendees to make sure they’re following and are included in the conversation.
6. Avoid distractions
If you’re the lone caller at your site, it can be easy to zone out when everyone else is talking. Help avoid the issue by minimizing distractions, from turning off your phone (yes, everyone can hear the ding) to closing out your email (yes, everyone can hear you typing). It’s pretty embarrassing to be asked a question when you’re not following along so make sure you stay tuned in.
Offer to be the note taker if that will help keep your attention focused.
7. Follow-up with next steps
Just as with any meeting, make sure that you follow the call with a summary of discussion topics, decisions made, action items and responsibilities. Finish it with information on your next sure-to-be equally-successful call.
About the Author
Cathie Ericson is a freelance writer who specializes in small business, finance, and real estate.
All content provided herein is for educational purposes only. It is provided “as is,” and neither the author nor Office Depot warrants the accuracy of the information provided, nor do they assume any responsibility for errors, omissions, or contrary interpretation of the subject matter herein.