8 ways to get more out of conference calls

Submitted by Patrick Grote on Thu, 12/14/2006 - 5:00am.

I attend many conference calls throughout the week. I also host many conference calls throughout the week. I get it coming and going, but I do know what it takes to run a conference call properly.

Here are my top 8 tips for getting more out of your conference calls:

1) Communicate the start time and conference number. A very basic tip, but you have to clearly communicate the start time in the subject of the email invitation. Also, make sure you offer a toll free and a toll number. Sometimes people are offsite and cannot get into the toll free number for whatever reason.

2) Clear agenda. As the conference call leader make sure you publish a clear agenda at least a day before the conference call. This gives all participants a chance to comment and change if necessary.

3) Send a reminder. Send out a reminder of the call and a copy of the agenda two hours prior to the call. Why two hours? Participants might be at lunch or at a meeting, which means they won't see your reminder.

4) Join the conference call ten minutes early. You should join the conference call ten minutes early so you can deal with any issues getting into the conference. It also allows you to easily handle taking a roll call.

5) Roll call is critical. As people join the call ask them who has joined. Note the person who joined and when the conference starts, reread the roll. This gives everyone a chance to learn who is on the call.

6) Take notes. It's your responsibility to ensure the record of the call is kept. You should have a section for items discussed, a section for follow-ups and a section for agreements.

7) Encourage dialog. Make sure the participants are engaging in the conversation when necessary. This is a learned art form, but it's your job to make sure the right information is discussed.

8) Send out the notes. After the call, send out the notes making sure to highlight the deliverables. Deliverables should be noted with the person responsible and the due date.

Following these tips will ensure a smooth conference call.