Tips for a successful Phone Conference

The more employees enjoy audio and web conferencing, the more likely they will use the services in place of expensive travel costs.

Notify the Participants
Make sure everyone knows the date, time and phone number for the call. It will also help if you provide the moderator’s name, start and estimated end times, subject and agenda.

Prepare in advance
Before the conference to create and distribute any resources you’ll need for your meeting, such as presentations, surveys or quizzes.

Determine Equipment Needs
High quality phone/speakerphone equipment is recommended. Discourage the use of cordless or mobile phones, as these may cause static or other interference. Keep mobile phones a few feet away from your telephone – they can induce a hum, even when not in use.

Set the Conference Goal
1. Pinpoint the meeting objectives.
2. Provide an agenda in advance.
3. Try to limit the agenda to three or four topics, and let the participants know how much time you intend to spend on each.

Be on time!
Ensure  participants can access your meeting at the scheduled start time. Know when you should cancel and reschedule due to no shows.

“Do Not Disturb”
Make sure you lead the conference from an office or meeting room where you won’t be disturbed.

Share Your Enthusiasm!
Your voice accounts for 78% of your effectiveness on the telephone.

Introduce Yourself
Begin the conference by introducing yourself and your location, stating the objective of the conference and giving instructions for audience involvement.

Set the Rules
Remind everyone of the ground rules during a conference:
1. When speaking identify yourself first and make it clear who you are talking to.
2. Keep background noise to a minimum; use the mute button when not speaking
3. Mute all participants in non-collaborative meetings to minimize background noise.
4. Keep comments concise and focused on the topic.

Keep It Simple
Present the information clearly in an easy-to-understand manner.
1. Review the agenda
2. Conduct the meeting
3. Summarize decisions and action items

Don’t Be Afraid to Pause
One of the most common complaints about conferencing is the fast pace of the presentation.
Using pauses can lead to a more effective presentation.

Q&A
In general, effective presentations allow about one-third of the time for interaction with the audience. Let the participants know if and when you want interaction.

Stay on Schedule
Be respectful of everyone’s time and try to end on schedule.

Reach Closure
1. Ask for summary statements
2. Recap action items. Book your next phone conference “on line” while everyone is still together.
3. Thank everyone for their participation
4. Use a formal sign-off to end the conference

Have fun!
To make the most of technology, create an atmosphere that promotes interaction. Involve people from every location by asking direct questions.  Don’t make your presentation a scripted show; make it a genuine meeting.