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Do long and unproductive conference calls ever get you frustrated? Improve your conference calls, and get a reputation for short and effective conference calls. Here's some advice on how to do just that. Expectations If you are the moderator scheduling the conference call, send out a list in advance with important, relevant information. Items to include are: purpose of the call, dial number with pin code, the moderator, the start time, the end time, a list of participants and a specific agenda. Attach relevant documents to email invitations for the conference call, so that everyone involved is able to properly prepare for the conference call. If documents need to be amended before the conference can take place, make sure to chase this up in advance. The more prepared everyone is, the more productive the conference call, and the more likely it is to stay on schedule. Purpose List the purpose of the call clearly. This should be the objective of the call. More than one goal is ok for a conference call, but keep in mind what the goals were, to save the conference getting sidetracked. It can be quite difficult to keep a conference call focused, as often multiple topics will be being discussed. Keep the call focused on milestones or objectives which are of most importance. Moderator Any conference call should have an identified moderator. If the conference call involves a group of peers, it may be appropriate to rotate the role of moderator. Normally, the person who sends out the invitations is the moderator. The moderator is in charge of making sure the call starts and stops on time. They are also responsible for keeping the call on track, by gently guiding individuals back onto topic. The moderator could also help control emotional responses, or ensure a professional level of discourse is performed. Some individuals may require some encouragement to participate. The moderator should also aim to reduce or eliminate distractions or interruptions. Participants should remain quiet unless there is something relevant and useful to add to the conversation. Distractions could be all sort of opinions, jokes or anecdotes, which contribute very little to the discourse. A good trick, to prevent a conference call starting with a five minute wait while people dial into the call, is to schedule the conference for five minutes past the hour. Most calls are delayed because previous calls or meetings end on the hour and there is not enough time for participants to dial into the call. Finish the conference call with a summary of what has been discussed. If there are any follow up items, or if additional time is required, schedule the next call. Conduct a roll call at the end of the call, since sometimes it can take a while for all participants to dial in. It's better to roll call at the end and give everyone a chance to talk, rather than wasting the first five minutes of the call waiting for absent participants.
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