subject: How to improve a phone conference call [print this page] How to improve a phone conference call How to improve a phone conference call
If you are unsatisfied with your phone conference calls, then here are some tips to improve it:
Establish expectations prior to the conference or meeting
You can do this by sending out a list in advance with pertinent information including the purpose of the call, dial number with PIN code if needed, the moderator, the start time, the end time, list of participants and agenda items. You may also attached relevant documents to email invitations for the conference call so the participants can read through or look over in advance. The more prepared you are for the call and as well as other participants, the more productive you can be in a meeting.
Purpose
Jot down the purpose or topic of the call clearly and succinctly. This should be the objective of the call. Usually a conference call should be limited to one or two specific goals so that you can keep the conference call focused and concise. You may sometimes need to review more aspects or topics for a large project. If this is the case, still direct the flow of discussion on specific milestones.
Dial In and PIN Number
Make sure you provided the conference call Dial In Number and PIN Number on the invitation and any scheduled reminders. Place the number where it can be seen easily. It can be a distraction to have people dial into the conference call late because they find it hard to locate the phone number.
Moderator
Each phone conference call should have one identified and assigned moderator. If there is a group of peers, it may be suitable to rotate the role of moderator from time to time with repeating calls. Generally, the individual sending the invitation is the moderator. The moderator is the one tasked to ensure that the call starts and stops on time. The moderator is also responsible for keeping the call on track and lightly directing discussion back on track in the event that conversation begins to draw away on a tangent. Mainly, the responsibility of the moderator is to keep the call on schedule and focused on the purpose of the call. It may also require settling any disagreement or calming anyone.
Time of the meeting
Schedule the call to start five minutes past the hour in this way you can do away with wasting five minutes waiting for some participants to dial into the call. Begin your meeting precisely at the scheduled time so participants will not be lenient. Schedule a precise end time for the call as well and stick to it. Develop a reputation for starting and ending your calls on time as this will create a sense of urgency and a rhythm for the conference calls.
