Ensure attendees receive all meeting materials prior to the call
Request everyone go on “mute” to reduce noise during the call
Take attendance during the call
Articulate and speak slowly
Provide pauses during discussions and between topics
Periodically ask the attendees for questions and inquire if
clarification is required to ensure comprehension of topics
Conduct a Q & A session at the end of the call
– Summarize the call and describe any follow up steps, if appropriate
Contributing to Effective, Productive
Conference Calls
Conference Participants:
Dial-in from a comfortable, quiet place with a drink for whatever
you need to give the meeting your full attention.
Remove other distractions (close all unrelated applications on your
computer, turn off any call waiting beeps).
noHave materials needed for the meeting pulled out in advance and
within reach.
Turn off any call waiting beeps
Do NOT use the hold button. Know how to “mute” and “unmute”
your conference line (as per call leader’s instructions)
Ensuring Efficient Conference Calls
Planning a Remote Meeting:
Select a specific meeting start time that in NOT the top or bottom of the hour (e.g. 9:10am or 9:
40am) INCLUDING time zone.
Select a date / time that desired participants are more likely to call in from a landline (for line
clarity).
Whenever possible, provide a toll-free dial-in number so that participants are not encouraged to
dial in using their mobile phone.
Be sure participants have a TechSupport phone number in addition to all necessary dial-in
instructions (you don’t want them calling YOU for help when you are getting ready to start / lead a
call).
Send reminders (REPEATING all access instructions and TechSupport info) 2 days in advance of
the meeting and again about an hour before the meeting.
Initiating a Remote Meeting:
Beforehand, review all the conferencing features available to you during a call (know how to “mute
all”, bring TechSupport onto the line, dial-out to any missing key attendees, etc)
Call leaders should dial-in 5 minutes ahead of time so participants can begin to dial-in a minute or
two before the scheduled meeting start time.
Dial in from a landline; if possible, do not lead from a speaker phone; ideally, use a headset to
minimize all background noise.
If recording the call, start the recording after all attendees have dialed-in so you don’t have dead air
Leading a Remote Meeting: Treat with all the respect and formality
that you would a live meeting…
Have an agenda; share it and follow it
If you are not recording the call, clarify who is taking the meeting notes
Cover the typical “housekeeping items” at the start of the meeting
Let everyone know if there will be breaks and when (suggested for remote
meetings over one hour; 5 minute breaks are long enough when remote)
Remind attendees NOT to use the “hold” button
(if they do, all will hear their hold music)
Remind attendees what to do if they need technical / operator assistance
(e.g., lose connection, can’t hear well)
Announce your intent or non-intent to force all attendees onto “mute” and when
they can expect to be “unmuted” (Recommendation: every 15 minutes or so just
to make sure there are no urgent communications… please talk louder, go
slower, we are confused)
Instruct attendees when you would like questions… throughout (okay to
interject), at periodic breaking points, only at the end.
Remind participants that speak or ask questions to start each time by stating their
name; everyone may not recognize voices.
Selecting a Conferencing Provider
Find The Service That Matches Your Need:
Beware of “free” services that are ineffective and unreliable driving up productivity costs
Conversely, don’t pay extra for services with more advanced features than you really need
Be Sure These Key Satisfaction Drivers Are Provide:
Is Technical Support / Operator assistance available 24x7 (for free)?
Is User Training provided free of charge and as much as needed?
Be Sure Your Security Requirements Can Be Met:
Minimum Recommended: PIN-activated calls so that moderator accounts cannot be used by past participants without authorization.
Have materials needed for the meeting pulled out in advance and within reach.
