Dial In: Agenda For A Productive Conference Call Meeting
Meetings are an basic forum for exchanging information and making plans. The ability to run a productive meeting is a signifier of good leadership skills. now and then, a meeting will be held where one or more participants must conference in by telephone, FaceTime, or Skype. At some meetings, none of the participants will be in the same room and they may not be in the same time zone.
Recently, I chaired a meeting of six participants and three dialed in. Can we take a minute to make sure that we equip our conference call meetings to bring about optimal results?
The ability to dial in to a meeting is both functional and necessary when team members are located in far-flung locales. The downsides of distance are the without of visual cues and the reduced subtlety of voices impacted by telecommunications equipment. FaceTime and Skype bring real-time images, but the sometimes out-of-ordern movements are less than ideal. There is no cure for the missing personal vibe.
Communications experts recommend that we accept these limitations and maximize the advantages. The secret to conducting a successful conference call meeting is to KISS—Keep It Simple and Serious—all business and limited small talk.
In Step 1 you schedule the call, send the dial in and access code numbers to participants and attach the meeting agenda.
Step 2 asks you to send a reminder notice 24 hours ahead of the call time and remind participants to have obtainable the agenda and any additional hand-outs you’ve sent along.
Step 3 requires you, the meeting convener, to be punctual. The convener should bring the call live five to seven minutes ahead of time. Those who dial in should telephone or set up their computers three to five minutes ahead of the scheduled meeting time.
As callers sign on, the convener will greet them and ask each to clarify him/herself and thank them for attending the meeting. As new callers arrive, announce who is already on the call. Make introductions of name, title, role and reason for being invited to the meeting as needed, so that everyone is fully apprised of who has what purpose and who might answer which questions.
As noted above, jokes and banter tend to fall flat in telephone or video meetings. The convener is advised to just matter-of-factly start the meeting. proportion information; ask questions; discuss and agree on next steps and the timetable. Everyone will appreciate that you’ve done so.
Because verbal skills are all that is obtainable in conference calls (and to a lesser extent, verbal communication prevails in video calls in addition), communications experts stress that the convener must speak clearly, with authority and loudly enough to be heard. Think radio or television newscaster.
It’s also recommended that those who speak should be able to keep up the floor a little longer than perhaps would be done in confront-to-confront meetings. additionally, wait two seconds after the last person has finished speaking before you start to speak. at the same time speaking goes over already less well during conference calls than confront-to-confront.
Step 4 reminds the convener to control the speed of the meeting, whether all or only some of the participants dial in. Pay attention and encourage the callers to contribute as fully as those who are in the meeting room.
Step 5 encourages the convener to take notes and repeat important points as the meeting progresses.
In Step 6 the convener recaps meaningful decisions, actions and timetables. The meeting can then be adjourned and participants thanked for attending. Notes from the meeting should be sent within five business days to all participants and to those who were invited to attend, but were unable to do so.
Thanks for reading,