Top Ways to Improve Teamwork Using Conference Calls
Conference calls are becoming more and more popular, but sometimes they get a reputation for being long and unproductive, rather than helpful. Here are some tips for improving teamwork with conference calls and making them effective and efficient.
Set an Ending Time As Well As a Starting Time
Having a set schedule which includes a closing time will eliminate the dread which accompanies an open-ended meeting. It will also motivate people to be far more concise and to stick to the topics at hand. This will allow participants to look forward to the call, rather than thinking of it as the herald of a wasted day.
Another important point is to allow five minutes before actually starting to discuss business in the conference call. This will allow for people who don’t get connected right on time. Always remember to allow for realities such as this. It will prevent distractions when the call actually begins.
On the other hand, end the call right “on the dot.” People will be far more favorable about your conference calls if you cultivate a reputation for letting them go on with their day exactly on schedule. Make sure you are not the one who causes delays.
Only Include Those Who Really Need to Be There
Many of us have suffered through meetings which are mostly about other departments in an organization. Eliminate this boring waste of man-hours by only including those who really have a need to participate. Making sure the subject of a conference call is directly relevant to all present is key to ensuring their alert participation and goodwill towards the entire process.
Choose a Time Which Really Works for All Participants
It is not productive or beneficial to schedule a conference call for times when it’s the “middle of the night” for overseas employees, or even those on the opposite coast from the company headquarters. Remember, 7AM Eastern Time is 4AM Pacific, and it’s even worse when there are overseas participants. Employees dragged out of bed at 4AM are likely not going to contribute anything useful to a conversation. Schedule calls for times when everyone participating is truly awake.
Establish the Agenda, Objectives, and Ground Rules In Advance
Let participants know exactly what the conference call is supposed to accomplish. Give them the topics in advance, so all are able to collect any necessary information or materials they will need. Just like a physical meeting, unprepared participants are unlikely to be able to properly contribute.
If the conference call requires PIN numbers or other login information, be sure everyone has these credentials. Also be sure everyone knows the phone number they will need to call into. Send out several reminder emails to the entire list of participants. This way, everyone will have the info, but no one is put on the spot by having to ask for it.
With these simple tips for structuring a conference call, productivity of the calls should increase, and participants should become more eager to participate.
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