How to run a successful conference call
I think most will agree that there’s nothing worse than an unnecessary meeting, except for a poorly run conference call. Being in Account Services means you are often the ring leader for these three-ring Zoom meetings, and as a result, I am always taking notes on how to improve this process. Now that we are exclusively working from home and every meeting is virtual, I have had ample opportunity to reflect on the components of a well-run conference call. Here is what I’ve found:
1. Create an agenda
This may seem overboard for internal team meetings, but nothing will keep you on track better than creating an agenda. Outline what topics will be covered, who will be leading each section, and allot time to each. One important thing to remember during this time of social distancing is to leave time at the beginning of the meeting to catch up with each other and stay connected.
2. Designate roles
Whenever possible, designate a meeting leader, to corral the cats, and a note-taker. The meeting leader doesn’t have to do all of the talking - that will be outlined in the agenda. Their job is to get the call back on track if it veers or to gently remind people of the time. The note-taker can work off of the agenda and should include any questions brought up, decisions made, and outline next steps.
3. Have a dry run
One of the biggest pitfalls of virtual meetings is technology. Always test out technology before a call! Be sure you know how to work it and how to troubleshoot any questions that inevitably arise. In fact, it’s never a bad idea to include a 5-minute technology buffer at the beginning of your meeting, just in case. It’s also a good idea to run through the presentation before a big call. Like presentations IRL, practice makes perfect, and it’s helpful to work out little details, like who will share their screen, before the call.
4. Make introductions
If you’re on a call and you’re not sure everyone knows each other, start with introductions. It doesn’t need to be elaborate, just your name, company, and role on the project will do. You’ll make Emily Post and your mother proud!
5. Pretend you are all in the room together
Don’t say or do anything you wouldn’t want anyone else on the call to hear or see even if you think you’re on mute or your camera is turned off. We’ve all heard the horror stories. We’ve seen the videos of someone changing clothes during a call when they think their camera is off. The best way to avoid becoming an infamous Internet meme is to pretend you are all in the same room
6. Mute when appropriate
That being said, there are appropriate times to mute the phone. Especially when working from home where interruptions from dogs or kids are likely. Minimize external noise as much as you can, and for everything else, use the mute button.
7. Follow Up
Have the designated note-taker organize their notes and send them to everyone on the call with clearly marked next steps. This reduces the chance of a misunderstanding and provides a record for everyone to reference.
I hope these tips help you feel more confident when running your next conference call and “may the odds be ever in your favor.”