How to have effective conference calls

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5 Keys to Successful Conference Calls

  • Use High Quality Equipment. Without quality equipment, the conference call runs the risk of ending before it begins. …
  • Stay Focused on the Agenda. Have an agenda and stick to it. …
  • Have a Leader, But Let Everyone Contribute. Having a designated leader will reduce the length of most conference calls. This will focus conversation on the essential points of importance.
  • Take Time for Final Comments. Give every participant the opportunity to leave a final comment before exiting the call. …
  • Take Notes and Distribute Minutes. Taking and distributing notes helps confirm that your virtual team is on the same page. …
Here are their tips for effective conference calls.
  1. Share an agenda in advance of the call. …
  2. Master the technology. …
  3. Send a notification, call in early and take control right away. …
  4. Set the ground rules. …
  5. If a connection is bad, say something. …
  6. Be respectful of people’s time.
Oct 17, 2019

Full
Answer

How do I start a conference call?

Starting a conference call

  • Navigate to Message via the left-hand navigation bar.
  • Select a group or team conversation via the conversation list.
  • Click the More menu at top right in the center pane.
  • Click Start conference call .
  • Select Start in the Start an audio conference? window.

How to run a successful conference call?

Top tips for running a successful conference

  • Establish a unique identity or brand. Once you are clear on the overall objectives of the event, it’s important to share what the event is about and why it is …
  • Location, location…realization. …
  • Calculate a budget and stick to it. …
  • Choose your speakers carefully. …
  • Get online. …
  • Feedback is essential. …

How do I set up conference calling?

Set up a three-way conference call: Dial the number of the first person; Ask them to hold, then press R on your phone’s keypad; Wait for the dial tone, then dial the second person’s number; Once they’ve answered, press the R key again, then press 3; Now all three of you can speak together; End a three-way conference call:

How do you make a conference call?

A conference call to discuss its results will follow at 8:30 … distinguish facts from opinions, and make sure their analysis is clear and in no way misleading or deceptive. To further protect the integrity of our editorial content, we keep a strict …

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1. Share an agenda in advance of the call

On that agenda, include anything that people should know. For example, is it a phone call or a video call? Who will be on the call? What is the purpose of the call? How long will it last? What is the dial-in information? Abbajay says the agenda should outline the objectives for the call, as well. “Let’s say we’re going to plan a party.


2. Master the technology

Whether you’re using a dial-in number, a video service or calling from a device in the conference room, make sure you know how to use it.


3. Send a notification, call in early and take control right away

Abbajay says that whoever’s leading the call should schedule a notification to go out to participants 15 minutes before the meeting begins, so that the dial-in info is at their fingertips.


4. Set the ground rules

Before the meeting progresses, it can be helpful to set ground rules. Brownlee, for example, empowers participants in calls to chime in—literally—if someone is rambling or gets off topic: she tells them to hit the # sign on their phone keyboard.


5. If a connection is bad, say something

When someone has a static-y connection, is in a loud environment or their phone keeps cutting out, it’s frustrating and annoying for everyone on the call. Abbajay says it’s necessary for the leader to intervene.


6. Be respectful of people’s time

If a person isn’t needed for the entire call, Brownlee makes sure to allow them to participate in the beginning and then hop off when their portion is done.


What to do before a phone call?

Before the call. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected . Technical difficulties during the call can throw off the rhythm of the conversation and waste everyone’s time.


How to start a small talk?

Don’t start unless the key people are there so you don’t have to repeat things. Begin with a summary of the agenda and purpose of the meeting . When appropriate, take time for everyone to make introductions being clear about position and role.


Can you use voice only on a conference call?

Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted. Don’t use a voice-only conference call when having a video call would make presenting your agenda or sharing ideas much easier.


What is a conference call?

A conference call is a way for teams, whether remote or face-to-face, to get together through a phone call or virtually through a digital conference call software. This is the opportunity for several individuals to discuss pressing issues, assignments, and goals.


What is the role of a leader in a conference call?

The leader will also be responsible for making sure that everybody is staying on track and on topic. In addition, the leader will ensure that participants have a chance to speak and also wrap up and summarize the business call at the end. The conference call should not only start on time, but it should end on time.


Why is it important to remember proper etiquette on a business phone call?

This may seem self explanatory, but it is important to remember proper etiquette on a business phone call in order to prevent the phone call from running over time.


How long does a business call last?

Your stomach is rumbling, but you know you will not get to lunch for an hour and a half because the business call usually goes over thirty minutes. You dial in. After the call, your head is full. You’re not sure how much you comprehended. And, you barely got to speak.


How to have a good conference call?

1. Make an Agenda and Stick to It. The first of our conference call tips is simple: be prepared. As is the case with every meeting, good preparation is key to having good conference calls. Just because a meeting is taking place over the phone instead of in-person doesn’t mean you can get away with being unprepared.


What are the downfalls of conference calls?

One downfall of conference calls is that visual cues are totally missing. It’s easy for people in remote locations to get distracted by whatever they are doing separate from the #N#call. Keeping everyone engaged and focused can be challenging in any meeting, but conference calls bring their own unique set of challenges. The temptations of multitasking can be enticing, and productivity can wane quickly.


How long is a snow day meeting?

Snow days are rarely applicable to adults but finish a scheduled 60-minute meeting in 32 minutes and everyone will feel like they just got out of school early. 5. Announce Yourself When You Join. As far as conference call tips go, this one can get overlooked, especially if your company has a lot of calls.


What to do if you arrive late?

If you arrive late, wait for a break in the conversation to introduce yourself. Don’t waste time giving reasons for your late arrival; simply give a quick apology for the tardiness, state your name and job role, and allow the conversation to continue. On a similar note, you should also say your name before you speak.


How to talk more than you do?

Let’s face it, no one likes to hear you talk more than you do. Keep that in mind so that you can keep your comments short and to the point. Create openings for others to talk and solicit input from people who are reluctant to jump in. Resist the temptation to solve every problem. Agree to address lengthy conversations outside of the call.


What are some places that are considered distractions during a conference call?

The strangest places. have become acceptable places to have conference calls: bathrooms, restaurants, cars, airport security. These “remote offices” have a high likelihood of producing distraction, tangential comments, and communication difficulties.


Do you have to be silent on a call?

For the most part, people are inclined to stay quiet on calls and only speak when directly asked to do so. If you are making an important decision on your call and someone is silent, don’t assume they are in agreement. The fastest way to clarify if someone is on board is to ask them directly.


What is conference call?

Conference calls are collaborative, so consider pausing between ideas or topics to give those on the line an opportunity to share their input or ask questions. Aim to keep each topic or point as brief as possible to allow time for others to speak.


How to foster collaboration on a conference call?

Foster collaboration on the conference call by calling on colleagues to share insights. This can help generate more ideas from the team or support coworkers who might be less confident to speak up on their own.


What is the best way to keep static, breathing or background noise to a minimum when you’re not addressing

Using the mute button is the best way to keep static, breathing or background noise to a minimum when you’re not addressing the call. Remind others to use their mute button if noise becomes distracting.


Why do you need video for a conference call?

Enhance an audio conference call with video when possible or when there is value in showing video or visual elements, like for presentations, site visits or a product launch location. Video can lend important body language and give another level of dimension to your meeting.


Why is it important to end a meeting early?

Ending on time or early is respectful and ensures colleagues can return to work or join other meetings as planned. It shows great time management skills, can enhance your reputation and helps ensure future calls are productive.


Why do we need an agenda?

An agenda helps everyone stay on topic and gives an estimated amount of time for each speaker or discussion item. Share the agenda ahead of time and review it as an attendee to prepare for the meeting.


Can you eat food on a conference call?

Eating food is loud on a conference call, and the sounds can be disruptive. Save snacks or drinks for before or after the call—this way you are not chewing when it’s time to share your input.


How to make a business more effective?

are a necessary part of business. So, here are 10 suggestions for making them. more effective and efficient. 1. Keep statements short and ask for frequent feedback. call, it is easy for minds to “wander.”. Keep your statements short.


Is conference call a ritual?

In today’s age of reduced travel, conference calls have become a daily ritual. Nobody likes conference calls. They are usually boring, energy-zapping time sucks. But they are a necessary part of business. So, here are 10 suggestions for making them more effective and efficient. become a daily ritual.


How to start a meeting off poorly?

Nothing starts a meeting off poorly like showing up late. Make it a point to be punctual. Sign on early and start the meeting on-time. If you have stragglers signing on after the call, make it a point to redefine the expectation.


Why are visual aids important?

It’s easier to focus on a conversation when the eyes have something to focus on. Visual aids can be an anchor for your participants. It helps drive your point home while keeping them engaged in the conversation.


Is it easy to do a conference call?

Executing a productive conference call isn’t as easy as some may think. When people aren’t physically present in a meeting, it’s more tempting for them to get distracted or try to multi-task.

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Agenda

  • There are plenty of blog posts about best practices for leading meetings and conference calls. These are the oft-spoken items that should be quite familiar to anyone who has conducted even a cursory Google search on the topic: 1. Create and share the meeting agenda in advance of the call that includes: 1.1. why you are meeting 1.2. who is attending the meeting 1.3. when is the meeti…

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Before The Call

  1. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected. Technical difficulties during the call can throw off the rhy…
  2. Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted.
  1. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected. Technical difficulties during the call can throw off the rhy…
  2. Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted.
  3. Don’t use a voice-only conference call when having a video call would make presenting your agenda or sharing ideas much easier.


Starting The Call

  1. Join the call at least a minute or two before the scheduled meeting time.
  2. Share a quick story about the weekend or question that you know will start a conversation while waiting on everyone to join. That way, you’re not all silently sitting there and it starts building a…
  3. Wrap up the small talk quickly as soon as everyone has joined.
  1. Join the call at least a minute or two before the scheduled meeting time.
  2. Share a quick story about the weekend or question that you know will start a conversation while waiting on everyone to join. That way, you’re not all silently sitting there and it starts building a…
  3. Wrap up the small talk quickly as soon as everyone has joined.
  4. Don’t start unless the key people are there so you don’t have to repeat things.


Conducting The Call

  1. Address someone by name if you want them to respond so there aren’t awkward pauses if someone isn’t paying attention or aren’t sure who needs to answer something.
  2. Silently count for 3 seconds before switching topics.
  3. Provide regular time checks so everyone knows when time is getting close.
  4. When not speaking, attendees should mute their phone/mic, especially if they are in a place …
  1. Address someone by name if you want them to respond so there aren’t awkward pauses if someone isn’t paying attention or aren’t sure who needs to answer something.
  2. Silently count for 3 seconds before switching topics.
  3. Provide regular time checks so everyone knows when time is getting close.
  4. When not speaking, attendees should mute their phone/mic, especially if they are in a place where background noise is present or possible. It can be very distracting to suddenly get an earful of ba…


Ending The Call

  1. Provide a meeting recap at the end of the call.
  2. Confirm that everyone is in agreement with next steps, responsibilities, and deadlines.
  3. Silently count 5 seconds when closing the call.

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