Think of the last time you conducted a conference call. Did everything go smoothly? Can you think of certain aspects that didn’t go well? When some people find themselves running a conference call, they are first hit with fear and pure, unadulterated stress. In some instances, a conference call is simply just a meeting over the phone or internet. But due to the irregularity of conference calls, a lot can go wrong if the appropriate steps aren’t taken. So before you set up your next conference call, try these tips to help you make the most of it.
Follow the Scouts – Be Prepared
The Boy Scouts of America are known for their motto “Be Prepared.” It is a great lesson in life, and when it comes to running a conference call, it is instrumental in being successful. Before the meeting, send an agenda to all who are involved. This will help others familiarize themselves with the issues and start thinking of ideas or solutions to bring up during the call. If you are using a conference call service provider, make sure you are familiar with the technology. Some companies use an online provider where one would need to log on. Either way, don’t wait till the start of the meeting to become acquainted with the service. Also, it is smart to appoint someone to be in charge of recording the call or taking minutes.
Double Speak
One issue with conference calls is that a huge part of communication is lost – nonverbal. When conducting a face-to-face meeting, you have the advantage of expressing yourself not only with spoken word but with facial expressions and hand gestures. It is much easier to keep people engaged at an in-person meeting than during a call. Be aware of these issues and face them by adding to your verbal arsenal. One way to be engaging is with fluctuations in your voice. If you have a naturally monotone voice, you may be able to make up for it in person with your energetic nonverbal characteristics. But to keep listeners interested, make sure to transform all energy into your voice. Practice using volume dynamics and pitch changes. Remember to also try to stay focused as well. Removing all distractions and taking notes will help you stay engaged yourself.
Knights of the Round Table
The legendary King Arthur had many famous stories and anecdotes associated with his name, but one of the most well-known myths was that he sat at a round table with his knights so no man would be at the head – they were all considered equal. One very important aspect of a conference call is that everyone should have a voice. Whether they are the CEO or a cubical worker, if they are included in the call then they are important during the call. As the meeting’s officiator, it’s important you make everyone know they have a voice and should feel comfortable speaking up. If someone is a part of the call but shouldn’t speak, either inform them before hand or don’t invite them. Ground rules should be apparent before any meeting or conference call takes place.
Follow Up
When the conference call is over, make sure everyone receives a copy or a briefing of the minutes. No one is perfect, and there is a possibility something may have gotten lost in translation. Have the attendees verify the notes that were taken. If there were calls to action for anyone, make sure to follow up with them and find out how the progress is going. The worst thing possible would be for plans and ideas to fall by the wayside and never come to fruition. Some feel that most meetings are a waste of time. If things are not accomplished or planned out in and after a conference call, it would follow suit with that thought as well. Make sure everyone realizes their purpose and goals to accomplish what was set out in the beginning.
Conference calls may never be easy for some, but if you add these tips to your arsenal of leadership skills, you will definitely come out with a brighter, more successful way to communicate.
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