How To Conduct a Successful Teleconference

The key to any successful teleconference is in the planning. Here are a few tips to make sure your next teleconference runs as smooth as silk.1. It is always important to have an agenda. Know what you’re going to talk about, how long the call is going to take and what expected outcome you have.

2. Ask your participants to review your agenda prior to the call.

3. Don’t forget to send all participants the dial in number and pass-codes.

4. Consider arrangements for hearing impaired participants.

5. Avoid headaches and panic attacks. Have a back up plan for potential technology failure.

6. Be sure to tell your participants if they have to have a file or website open on their computer for the call. Make sure all supporting documentation has been delivered well before the call.

7. If you’re facilitating, log on early so that you’re the first one online.

8. Greet and know the people that you’re speaking with. Try to announce everyone’s name before they speak.

9. Find out if anyone needs to leave the call early. You may need to restructure the agenda. Be prepared to do so.

10. Call from a quiet location and make sure your technology is strong and doesn’t have any annoying feedback or distracting sounds.

11. Give listeners the chance to get up and stretch if the call is a long one.

12. Take advantage of guest speakers to keep the call engaging.

13. Track who speaks so that you can involve all members in the conversation.

14. If the group gets off the agenda take steps necessary to refocus the conversation but promise to come back to the issue if there is time at the end.

15. Generally, the larger the group, the more directive your facilitation needs to be to keep a small number of people from dominating the call.

Teleconferencing is a fantastic tool to not only meet with people all around the world in different time zones, it is a great tool to educate, inform and connect with your customers and prospects. Simple steps to ensure that the meeting is planned and structured as well as steps to ensure that common courtesies are given will take you a long way toward a successful teleconference.