Basics of a Conference Call

There are three stages related to Conference call :

  1. Pre Call
  2. During Call
  3. Post Call

Based on these three stages there are certain things that needs to be kept into consideration, this will help in improving overall call experience.

Pre Call

The call time needs to be scheduled in a way that works for everyone, it might be possible that attendees are from different time zone, Call time must be scheduled based on everybody’s consent.

Call details like agenda, participants, purpose and expectations, calling details must be shared well ahead of meeting.

Generally there is lot of noise in office or home, it is always recommended to find a quite place to take the call.

Before meeting always check if your Computer is working fine, internet is also connected and Computer has necessary software (Example : Skype, Gotomeeting etc) required to take the call.

Connect to the Bridge before at-least 5 to 10 minutes to make sure that Bridge is now free from any last call.

Sometimes its better to send a reminder before the call if it was scheduled long back.

During Call

Call must be started 5 to 10 minutes before the set time.

Every member entering the call should be greeted well.

Introduce yourself and share the agenda once all the participants have arrived.

If there is delay from any member in joining, let everybody know and ask if waiting is ok for a few minutes.

Wait for 10 minutes if there are no participants joining the call, send an email and leave the meeting.

Ask others as well to introduce themselves and better would be to ask for their roles as well.

Speak clearly and energetically with confidence.

Encourage others to keep participating in the call regularly.

Request others to say their names before starting to speak.

Use mute button and do not forget to unmute before speaking.

Avoid use filling words like aaaa, I mean, U know… etc.

If the call is long, ask in between if a break in needed for a few minutes.

Ignore the external noise unless it becomes to much interfering .

Respect the timelines of meeting, do not over speak on any topic, use the time judiciously.

Keep visiting the agenda items during the call to be on track with the meeting.

If somebody is derailing from the agenda items, cautiously try to bring back on the topic and if required suggest to schedule another call for discussing those items.

Actively listed to the other participants and if required ask for time to note any important item.

Control dead air by actively starting any new point or quickly asking a question.

If this is a recurring call, let everybody know about the upcoming call.

Summarize the call with overall discussing summary notes, action items for everyone with timelines, any further calls to be scheduled and last but not the least, thanks everyone for attending the call.

Close the conference bridge and if required share the recording of conference as well.

After The Call

Send an email to all participants and other stakeholders if required with discussion points, action items and timelines.

Try to introspect the call and see what can be improved in future calls.

 

Please add more points in comments if I have missed some !

 

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Adil is 15 years experienced IT Professional currently working as Project Manager managing multiple projects deliveries. He started as a Programmer and continuously progressed with increased responsibilities, he has worked on more than 100 IT projects with small, medium to large Client accounts. Adil's interests are to get into new technologies and start delivering successfully.

3 thoughts on “Basics of a Conference Call

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