Conference calls today are a standard in the business lexicon. The growth in technology allows for clear communication and exchange of ideas regardless of location. Some calls are very productive, while others are unorganized and leave all involved unsatisfied with the result. Most business people have seen the video below and had a nice chuckle because they can all relate.
The purpose of this article is to give some helpful tips on how to avoid that incredibly frustrating and unproductive occurrence. The following are some helpful hints to follow for a conference call. Whether your business is retail, healthcare or law, effective communication is paramount to a successful and prosperous business.
Something to keep in mind when planning for a call is timing. In order for a meeting to be productive it does not need to be long. A clear and brief message gets directly to the point and does not waste time and will keep participant attention. Droning on and on about superfluous and unnecessary information will cause minds to wander and lose effectiveness.
The message is created during the preparation process. Seattle Seahawks Quarterback, Russell Wilson always says before a big game, “Separation is in the preparation” and this holds true in all walks of life, but especially with conference calls. Strong organization and preparation allows for clarity of message. As I stated earlier, people don’t want to hear unnecessary and trivial information. As they say in business, time is money and a conference call is no exception.
With strong preparation comes a strong agenda and the ability to adhere to that agenda. Solid prep work and organization lends to better materials. Strategic use of visual aids can be a great way to keep all participants focused and on the same page. Adding web conferencing to share a Powerpoint presentation or other visual materials offers participants something to take with them from the meeting as a record of the call and great reinforcement of the topics discussed.
This leads me to another important tip, don’t just record the call, take diligent notes. Notes will keep your attention and when the meeting is over, the ideas and thoughts expressed are more likely to be retained afterward.
Finally, encourage all in attendance to participate. This will give an avenue for debate, questions and clarification so when the call is over it has truly been a collaborative effort—business is a team game.
For those new to conferencing, an operator-assisted call is an easy way to get introduced to the process and ensure minimal technical difficulty. When choosing a conference call service provider strong audio quality is vital for participation as it aids in removing the issues of talking over one another or not being able to hear properly.
These are but a few guidelines to follow when setting up and participating in a conference call. Not every conference call is perfect, but there is no need to sacrifice time, money and productivity because you had a subpar provider or were not prepared.
Edited by Maurice Nagle