How to Effectively Lead a Conference Call Phone
Leading any meeting is hard. You are responsible for seeing that your information gets across clearly and effectively. Also for ensuring that all participants are actively involved. You must make sure that all materials are distributed. Also, you must ensure that respect is present throughout the meeting, no matter how much tension is involved. Leading a conference call phone can be even harder.
Not being in a physical space together has its positives – for example, the ability to meet across time zones. With it comes the challenge of not having that in-person feel for how things are going or how to adjust the pace, which is why you want to follow some key points when leading a conference call to ensure your call is effective. Below are some of those points:
Have An Agenda With Time Allotments
When using conference call services, you may have a set amount of time and budget. Therefore, ensuring you get all of the information discussed in the set parameters is critical. In order to ensure this is done properly, you will want to have a clear agenda. Ensure your agenda has specific time allotments so everyone knows how much time is spent per topic. This gives everyone an idea of when you will move forward.
Be Assertive But Kind
When you are on a conference call phone through a conference call service, it can be hard to know just what to say to move the meeting or training forward. The key is using an assertive, yet kind, tone. For example, you may want to use language such as “thank you for your great feedback, but it is now time to move on to the next topic.” Or you could ask if there are any other pressing points before you need to move on. Doing this allows you to maintain control and authority without being brash and putting people off, which can easily turn a meeting sour, especially when you are not in the same space. With this respect, you will get a more polite and productive meeting.
Just as you might in a real meeting, assign roles. This makes everyone feel as though they are an integral part of the meeting. Roles can include a timekeeper who limits how much time someone shares or announce. When there are two minutes left on a given agenda item. You may also want to consider having someone to take questions you plan to answer at the end and write them down during the meeting. This person can be called a “parking lot person”. Having roles is key to any successful meeting, but having them for a conference call is critical to your meeting cost, effectiveness, and engagement.
Plan and Communicate Ahead of Time
When using conference call services, you will not have the luxury of running to an office to get documents you forgot to hand out. Additionally, you will not have the ability to stop and check on a resource with someone is not in the room. Therefore, you want to plan and communicate before the meeting starts. This means having all of the necessary documentation ready and shared electronically or via the online conference call phone site, anticipating any questions and having responses ready, and sending reminders before the call starts in increments you are comfortable with. This allows you to ensure that errors from a rushed preparation process do not interrupt your meeting. It also shows respect for your participants’ time and intelligence.
No meeting is complete without an evaluative component. This can range from a quick exit poll at the end of the call, an online feedback form or a general question allowing participants to ask any clarifying questions. Whatever method you choose, asking for feedback not only lets you run a better meeting next time, but it lets you know if you need to do any follow-up to clarify certain points.
Forbes offers some additional suggestions, such as:
- Practice using the conference call services tools;
- Prepare for what to do if the technology fails;
- Prepare participants in the room if some are gathered in one space;
- Play host and welcome each person as they enter and introduce yourself;
- Clarify any rules, such as putting phones on mute, speaking loudly; clarify what happens if someone enters late (g., announce yourself and say hello), or the tech fails (refer to the presentation provided electronically) and any other rules you have.
– See more at: https://blueconferencing.com/effectively-lead-conference-call/#sthash.vO28NftS.dpuf