| How To Conduct An Effective Conference Call |
| Written by renxue |
| May 07, 2008 09:53 |
An effective conference call is essential for a business to reach out to its client base, touch base and follow-up with all areas of its operations, and to get all heads of departments on the same page.
These calls are very simple, inexpensive, and an accessible way to bring large groups of people together.
While some conference calls are achieved through conference calling services, in most cases a business conducts its own with their internal telephone or VoIP phone systems.
Effective conference calls will keep a company in contact with all departments, especially those that may be in different locations, to keep operations running as smoothly as possible.
If anything needs to be prepared before the call, make sure that this is explained to participants. Additionally, if there are specific goals for the conference call, be sure to express them to the group so that the call does not drag on unnecessarily.
The facilitation of an effective conference call all begins before the call starts. Complete organization is key. Always make the date and time of the conference call crystal clear to all parties involved.
It is best to set an agenda to keep the conference call on track and as efficient as possible then send this agenda out to participants prior to the call.
Not all conference calls are the same. Some are more lecture-based and others focus more on learning. Regardless of the type of conference call, it is essential to follow the steps outlined above for preparation.
Furthermore, aside from organization it is important to express what is expected of the conference call participants and a timetable of any information that may be discussed.
Just prior to the conference call, all participants should review the agenda and make sure that they have everything necessary to make a meaningful contribution, if required, to the meeting. Always be ready for the call at least five to ten minutes before the scheduled start time.
During Effective Conference Calls...An effective conference call will take place in a quiet and calm environment with as few distractions as possible. Cellular phones, pagers, call waiting, and other telephone ringers should be turned off to avoid interruptions. All participants should avoid instant messaging, emailing, and other conversations while part of the conference call.
During the call, it is imperative that the group stays on topic. The agenda greatly prevents in conversations going off on tangents. This keeps the conference call efficient and economical.
To make sure the conference call ends effectively it is a good idea to wrap things up by briefly recapping everything that had been discussed or reviewed. Always mention contact information for those participants that may need to follow up with questions, concerns, or possible future topics. If topics arise that are not slated on the current agenda, be sure to provide participants with valid contact information so that these issues may be prepared, considered, and discussed for any future conference calls.
Remember; do not worry if your first conference call is not as polished as future calls. In the long run, proper organization and planning will result in an effective conference call that will benefit both the participants and the business. |
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