One of the best intangible aspects of a conference call is that there are usually definitive start and end times and everybody knows them. They know it, but occasionally participants still find ways to derail a conference. Here’s a few ways to keep things on track.
Start on time - I know this seems like a no-brainer, but starting on time sends a message. It tells the participants that the schedule is something to be followed. It says we’re serious about the agenda and the meeting. If we set the example at the beginning, the participants will follow.
Follow the agenda - Another no-brainer guideline--but one not often followed. The agenda isn’t just some list or outline of things to talk about. It’s the guide, the backbone of a well-organized meeting. It says, “This is what we’re talking about, for this amount of time, for this purpose.” If we follow the agenda, we’ll cover all the planned topics, and end on time.
Use lecture mode - Lecture mode is the tool for handling conference calls with more than five people. Lecture mode mutes everyone but the moderators and speakers, keeping asides, exclamations, and interruptions to a minimum. We can still interact using the Q&A queue, but we only hear from the participants when it’s time to do so.
Say the right things - I posted a few phrases for conference calls before that can help keep your meetings on track. Here’s one to add to the list, “We’re going to talk about XYZ corp, and how they did last quarter, and how we can do the same.” This is best used at the beginning of each new topic. It’s straight from the agenda and helps to keep people oriented and focused.
How do you control your participants? Tell us about it in a comment.
