Communication is Key: 5 Tips for Successful Conference Calls
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The conference call is an important tool that is nonetheless dreaded by most who have to use it. If you’re looking to make a successful conference call, you’ll need to do more than pick up the phone. Below are five tips that can help make your calls much more successful.
Timing is Everything
Start by setting a time that works for all of your participants. Don’t schedule the call for the end of the business day, as most of those on the call will want to hurry up and get home. At the same time, a conference call is also a lot to handle at the beginning of the day. Find a spot in every participant’s calendar when everyone will be focused and productive.
Don’t bring in people to a conference call who aren’t needed. Extra participants make scheduling harder and make it more likely to get you off task, not to mention that it would be a waste company time to bring in irrelevant callers. Go over your list of participants and make sure that everyone there has a good reason to participate.
Keep it Short and Sweet
Don’t run your conference call for longer than necessary. Be respectful of your participants’ time and try to cover your points quickly. If you feel things devolving or going off the rails, suggest that further communication can be done between the relevant parties at a later date.
Ensure a Good Connection
It’s also a good idea to pay attention to your technology. If you’re in New Jersey, make sure that you are working with a company phone that understands commercial phone systems in NJ so that you’ll be able to keep everything crystal clear and all participants will be able to understand one another. While you can’t control outside elements, you can make sure that the tech works on your side while you are on the line.
Finally, make sure that you keep notes during the call. Even if you manage to keep things incredibly professional and stay on task, some participants who won’t catch or remember all of the relevant information. Having a running document by your side during the call is a great way to make sure that nothing gets missed. You can send your notes out after the call to the participants to keep the important points of the meeting fresh in everyone’s minds.
A good conference call needs to be simple and, above all else, necessary. Make sure you cut out as much of the middle man as possible and only include those who really need to be there. If you can do so, you’ll ensure that your calls actually accomplish their goals.
Anita Ginsberg is a freelance writer from Denver, CO. She studied at Colorado State University, and now writes articles about health, business, family and finance. A mother of two, she enjoys traveling with her family whenever she isn’t writing. You can follow her on Twitter @anitaginsburg
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