Even though it's February, the New Year is still fresh. But before the year really gets going and we charge off toward the goal posts, let’s have a quick refresher of some conference call basics so we can have great conferences all year round.
Agenda – The agenda is more than just what you’re going to talk about, it shapes the entire meeting. What is supposed to be covered? Can it be done in the time allotted? Is every point vital, or at least supportive of the main point? The first drafts of an agenda can help you tighten and buff your presentation.
It’s a good idea to share the agenda with participants long before the conference. This allows them to get themselves informed, know what’s expected of them, and know what to bring. It also keeps them oriented during the meeting, focusing them on the main point.
Sound –Nothing distracts more than a bad connection or an unmuted participant with the TV on in the background. Make sure everyone on the call knows how to mute and unmute their line, as well as when to do so—whenever they aren’t speaking is a good rule.
If you haven’t in a while, re-familiarize yourself with the lecture mode. Start up a conference call and practice turning lecture mode on and off, maybe get some friends to call in so you can work the Q&A queue. Lecture mode is pretty easy to begin with, so you’ll be a pro again in no time!
Q&A – In many cases, questions can be the most important part of a conference. Questions tell you if you got through to the participants, if you left anything out, or even if you can make improvements.
Seriously think about how much time you should set aside for questions. Would it be better to have several Q&A sessions throughout the presentation, or just a big chunk at the end—or even at the beginning? To look as competent as possible, try to imagine all the questions you’ll be asked and prepare answers for them.
