How to Teleconference: Call Tips
By
VendorSeek
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 and for what amount of time - 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 people's 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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