Four Tips for Better Conference Calls

Conference calls are an effective way to bring people in multiple locations together at one time when it would otherwise be inconvenient or uneconomical to meet in person. Using the right phone or video software allows you to connect with colleagues and clients instantly. Unfortunately, conference calls are often regarded as boring, annoying and unproductive for the participants involved. Here are four conference call tips for making your meetings engaging and informative for all parties.

Prepare Beforehand – It's a good idea to create an outline or agenda a few days prior to conducting the conference call. Not only does a detailed agenda help illustrate the topics being discussed, it also helps remote participants feel more included in the call, as they will be viewing the same material as those who are participating in person. In addition, closely following a prepared agenda ensures that all topics are discussed without wasting time or getting into unrelated matters. An agenda also gives a sense of purpose to the meeting and helps everyone stay focused throughout the call.

Limit Distractions and Noise – With multiple people on one line, a conference call can become a crowded place. To minimize distracting background noise, ask all callers to avoid typing, eating or handling papers during the call and to turn off cell phone ringers, call-waiting tones and music. Putting the phone on mute while listening is even more helpful; participants can simply unmute their phones when it's their turn to speak or answer questions.

Time it Right – The whole point of a conference call is to get multiple people together at a time that's convenient for everybody. It takes a bit of preplanning, but it's important to be sure that the time is good for every participant. Participants who are driving, sitting in the airport, working on their computers or engaged with other things won't be able to give the meeting their full attention, which negates the whole purpose of the call. For people in different time zones, be sensitive to the fact that a late-morning conference call on the U.S. East Coast takes place at the crack of dawn on the West Coast or the end of the workday in London. Thoroughly do your research on every participant's availability prior to sending the meeting request, and select a time that's a good compromise.

Appoint a Leader – Appointing a leader to direct the conference call is essential to maintaining the flow of the call and staying organized. The leader's duties include distributing the agenda and any other related materials prior to the call, making sure everyone has the dial-in number, calling into the conference number a few minutes ahead of everybody else to make sure the line is working, and welcoming the participants as they dial in. As the meeting begins, the leader directs the conversation based on the topics listed on the agenda.

Conference calls should be thought of as real meetings that happen to take place over the phone. Thoroughly preparing, limiting distractions, choosing the right time and appointing a lead speaker are all effective ways to encourage participation. Using these conference call tips will help make your next conference call more interesting, informative and motivating for everyone involved.

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