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How to Teleconference: Call Tips

Written by: Ken Wisnefski

Article Overview: Communication is vital in business. Teleconferencing enables many parties to communicate at once. It is necessary to make the most out of the teleconference. Read the following article to gather tips and suggestions to make get the most out of the call.

How to Teleconference: Call Tips

Goals:
- Think of overall goals, expectations, and timing
- Teleconference will warrant more time than a face to face meeting in order to accomplish agendas
- Think about the number of agendas in relation with the number of participants (if everyone is providing input, then there may not be time for many points of discussion)
- Designate some roles before the call takes place (timekeeper, leader, task keeper, etc.)
- Have all participants review the goals before the call


Set up:
- Ponder whether the telephone is the best source for completing this particular task
- Make sure all participants have all others' numbers
- Make arrangements for the hearing impaired
- Make a backup plan in the case of power failure
- If there is an overall leader, make sure there is a backup person in mind to carry on the responsibility in case of emergency



Scheduling:
- Make sure that everyone is available
- Know the amount to time each participant is available
- See if there is a difference in time zones
- Send any relevant paperwork well in advance to all participants


Etiquette:
- Make sure the call is conducted from a quiet location
- Put cell phones on mute or vibrate during the call
- Use quality headsets
- Announce if you are leaving momentarily and returning
- Speak clearly
- Be enthusiastic through tone of voice
- Vary inflection of speech


Engagement:
- Use multiple speakers to avoid sense of redundancy
- Use interactive activities
- Have someone keep a log of who talks so no one monopolizes nor remains reticent
- Use peoples' names
- Do not get off topic
- Make sure everyone participates on each topic
- Repeat key issues
- Use online tools to supplement the call
- Stop and ask for feedback

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