Teleconferencing can save a lot of time and money, but a bad one can be just plain unproductive. A successful conference call requires a little planning ahead so that your meeting can run smoothly and everybody stays on task. Read our tips below to get the most out of your meeting time.
Tips for a Successful Conference Call
- Set the Agenda
Set an agenda for the meeting and distribute it to all of your participants. Everyone will know what to expect and it will be easier to stay on topic. Make sure that any supporting documents are attached so that everyone has access to reference material.
- Distribute the dial-in numbers and passcodes
Your participants need to know what number to dial and what PIN to enter in order to join your meeting. Send the dial in number and guest passcodes to all meeting participants ahead of time. Many people choose to do this with an Outlook calendar invite, so that everyone has the meeting details in their calendar.
During the Call
- Introduce Yourself
Remember to identify yourself before speaking and ask your participants to do the same. This avoids confusion and everyone will know who’s talking.
- Use the Mute Function
Mute yourself at all times unless speaking and ask that your participants to the same. This reduces interference and distracting background noise. As the host, you have the ability to mute all participant lines.
- Record the Minutes
Have someone record the minutes of your meeting, as well as any actions that will be planned to address the issues raised. This same person can also be responsible for timekeeping and making sure the meeting stays on track.
- Notify Participants if the Call is Recorded
Recording your conference call can be useful, but it’s important to notify your participants if you are recording the meeting.
- Close and Follow Up
Send an email to all meeting participants thanking them for their time. Attach the Minutes so that everyone has a record and key actions can be followed up on.