6 Guidelines for a Productive Teleconference Call

As a result of today's financial reality, many companies are attempting to cut cost. One such way is to schedule meetings using conferencing technology. Not only will team members reduce expensive travel, they will also be able to maximize their time efficiency since they will not be driving or waiting in an airport. Conferencing can be an excellent meeting format for employees and clients, but they do take some effort to make them valuable and engaging for all participants.

Tip 1: Eliminate background noise. One of the most important strategies to implement during any conference call is to eliminate any and all background noise. Participants should turn off all other phones, pagers, etc. just as if they were in a face-to-face meeting. Preferably they should be in a quiet room that will be without any distractions or interruptions. This will allow the members to fully focus on the meeting.

Tip 2: Set the ground rules. A decision should be made in advance as to whether or not participants will have the right to use their computers during the call. A pro of having access is that attachments can be emailed to/from the group during the meeting. A major con is that attendees may try to multi-task and do other work while on the conference call, thus their attention will not wholly be on the discussion. For this reason, the decision needs to be made prior to the meeting and the expectation communicated to all parties involved.

Tip 3: Communicate the agenda. Another important strategy is to have an agenda for the meeting and to distribute it to all participants prior to the meeting start. This agenda should have the start time, call in number, and any preparation needed by the members for the call. Additionally, any materials that will be reviewed during the call should be attached. The agenda should also clearly communicate the expectations of the participants during the phone call.

Tip 4: Identify a Facilitator. There should always be a facilitator for the conference call. This person will ensure that all participants have a chance to be heard as well as keeping the group on task with the agenda. This person does not need to be the boss, but rather someone who can ensure order during the call. This person can also be responsible for recording the call. Many free conference call services provide recording functionality. After the call is over, the tape can be transcribed for all members and everyone will know the decisions that were made and the assignments that were given. Furthermore, the facilitator can keep track of ideas or topics that participants bring up that were not on the agenda. These additional items can be discussed at the end of the conference if time permits or they can be tabled for the next conference call. When the call is concluding, the facilitator should recap the decisions and assignments made to ensure they were correctly captured. All participants should agree on the time allowed for the tape of the meeting to be transcribed. Usually, this can be completed and distributed within a few days, or a week at the latest.

Tip 5: Have participants identify themselves. Each time a conference call participant speaks, he or she needs to identify who they are.. Since the group is not physically present together, it will sometimes be challenging to ascertain who is saying what. If the speaker always identifies themselves before speaking, this will go a long way in ensuring everyone knows who has the floor. Moreover, this will assist the facilitator in knowing who has not chimed in and who they may need to draw out into the conference call conversation.

Tip 6: Review what worked and what didn't. Lastly, a discussion should occur about what worked and what didn't during the conference call. Changes to the format can be made for the next teleconference. After this discussion has concluded, schedule the next conference call meeting. Leveraging these ideas will ensure you have an effective and engaging conference for all your participants.