Conference Call Tips

Technology affords businesses multiple advantages, including the ability to hold remote meetings. People are able to meet in a timely manner without incurring travel costs or time away from office and home. Despite these benefits, there are pitfalls your team may face in the conference call environment.

What guidelines does your workplace follow to assure remote meetings run smoothly?

Conduct Technical Checks

The mechanics of conferencing involves tech devices new and old.  Leave nothing to chance so your meeting starts smoothly by:

  • Reserving space and equipment ahead of time. Confirm its availability the day before.
  • Checking audio and video conference devices ahead of the meeting, preferably the day prior and an hour before.
  • Having backup equipment and/or IT staff on hand for high stakes meetings.

Create a Conducive Conference Call Environment

A welcoming, cooperative atmosphere sets the tone for a successful meeting. Assure that:

  • Lighting is conducive for video conferencing by:
    • Preparing for adequate natural and/or artificial light.
    • Have the primary participants facing or away from windows to avoid shadowing created by daylight.
  • Best audio exchange is established by having the speaker sit closest to the microphone. Remind people to speak up to be heard clearly.
  • These effects work by testing ahead of time in the space you will use.
  • Virtual meetings from home are prepared as if you were in the office by:
    • Limiting visual and sound distractions
    • Dressing the part

Establish a Virtual Agenda

Draft a meeting agenda as soon as it is scheduled. Do so even when conferencing is a portion of a longer meeting.

  • Request input on the draft and agree on talking points.
  • Allow sufficient time for discussion, assuring each person has opportunity to speak.

Conference Call Conduct

Meetings with successful outcomes share these common themes:

  • The organization’s meeting protocol is followed consistently, including:
    • Meeting facilitation and flow of dialogue among conferencing participants;
    • Agreed upon meeting attire;
    • Opening greetings, introductions, and announcements; and
    • Close of meeting expectations.
  • Participants display professional dialogue and behavior.

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