Leading a conference call discussion with no plan or the wrong tools can become disastrous. Effective call leaders use the right tools to get the job done and are able to keep the discussion alive so that no one disengages. Preventing distractions, keeping the momentum of the call, and interacting with everyone in attendance are crucial components to a successful call. Here’s how to successfully lead a conference call discussion as a beginner or experienced conference caller.
Use the Right Tools
As with any job, using the right tools can mean the difference between success and failure. You won’t see a builder trying to create a structure with rubber tools, so you shouldn’t be trying to host a conference call without the right mobile conferencing app or landline connection. With so many options available nowadays, you should have no trouble finding the perfect calling tool to host your conference call with.
Mobile and digital conference tools are generally better than static landlines for a number of reasons. First, you won’t be charged extra for multi-caller or long-distance capabilities, and you’ll be able to mute or remove anyone in the call with the press of a button. The mute ability alone is one of the best features of a digital conferencing tool. Sometimes, background noise can be too much, and often callers don’t even realize it’s a distraction.
Avoid Distractions
Speaking of distractions, let’s discuss the bane of any conference call: distractions. Distractions come in all shapes and sizes, from every angle. Whether it’s Jacy from accounting talking about her experience at the doctor’s last week, or Jim from HR ranting about how the Lakers aren’t the same team they used to be, or Nancy’s wonderful six children crying in the background, distractions can derail the entire meeting and cause more than a little frustration among the callers.
Avoiding distractions is actually much more simple than it seems. You’ll need a plan (of course) to keep your meeting on track, you’ll want to be sure to invite only the necessary people to the call, and you’ll want to ensure everyone is familiar with the mute button. Shut down side conversations before they take off, and if someone won’t stop bringing up unrelated topics, it’s up to you to address it and possibly kick them from the call if they can’t meet expectations.
Plan Ahead
Every good meeting starts with a plan; whether it’s a full-fledged agenda made from the most aesthetically-pleasing template you’ve ever seen or a few points drafted on a napkin from the lunchroom. Having some kind of plan is infinitely better than having no plan at all. If you go into a meeting with only an idea and no blueprint to navigate that idea, you’re setting yourself up for failure.
Make a list of points you’ll want to discuss, decide on the time and duration of the call, the call-in details, and who will be in attendance. It’s always best to share such information with everyone who will be attending at least a few days beforehand, but even a few hours ahead of time is acceptable; as long as you’re providing information to the callers so they can review it prior to the call.
Keep the Momentum
When a call becomes stagnant, it can cause callers to disengage and the call quickly deteriorates from there. Keeping the momentum is not only crucial to hosting an effective call, but also to ensuring the meeting ends on time and stays on track. The shorter and more concise your meetings are, the more effective they will be and the more engaged callers will be. Long meetings tend to make everyone tired and bored, and meetings that constantly stop and start again can be exhausting.
Maximum momentum is achieved both by creating a good plan or agenda and by interacting with everyone in the call.
Interact With Everyone in the Call
Since you have invited everyone that’s in the call, you can expect them to add some kind of input to the conversation. As the leader of the call, it’s your responsibility to ensure that everyone is involved in the conversation. If you notice a particular calling has remained relatively quiet, involve them in the conversation by saying things like “Did you have anything you’d like to add?” or “What are your thoughts on this?”
This is another reason why inviting the right people is so important to a great conference call. When you invite people who either don’t have any valuable input to offer or don’t even need to be in the call, you’re simply filling empty space and increasing the likelihood of distractions or interruptions. Keep your guest list as focused and trimmed as possible to ensure everyone participates and your meetings stay on track.
