5 secrets to effective conference calls

5 Big Rules For Productive Conference Calls

It’s easy to fool ourselves into the illusion that “just having a conference call,” instead of a face-to-face meeting or one-on-one, will save time. In fact, it’s that kind of thinking that leaves many managers moving from call to call with little time to connect with their team.

In an attempt to salvage some productivity in their day, they put the phone on mute and try to get real work done at the same time—and don’t pay close attention to much as a result.

A Quick Rant Against Conference Calls

Perhaps you’ve been on one of these soul sucking calls. A direct report stops by, and, grateful for a distraction, you mouth “Oh it’s just our regular update call,” put the phone on mute and attempt to a have a meaningful conversation.

Just when you’re fist-bumping yourself for being a high-energy multi-tasker, you hear your name mentioned…twice. Oh crap. You quickly take the phone off mute, apologize and say, “I was speaking to the mute button,” which of course is technically true. The opinion you offer next is nowhere near as salient as it would have been if you had been paying attention. Your peer IMs you, “What are you doing, aren’t you going to bring up the idea we agreed to last week?” Oh boy, now you’ve ticked her off, and stumble awkwardly into, “Oh, I forgot I do have one more thing to add. You see Janet and I were thinking…” Awkward.

Think Like an Entrepreneur

One thing has been conspicuously missing this past year as I started my own business–no wasteful conference calls. Why? Well first, the last thing I want to charge my clients for is any time that will not add absolute value to them and their bottom line. Second, I don’t want to pay my contractors for a minute of wasted effort that could be working productively to advance our mission of growing leaders around the world. The next time you have a conference call, try thinking like an entrepreneur. Estimate the hourly rate of those attending the call, and see if there’s a more efficient use of their time to get to the result you need.

Big Rules

Look them in the eye

Honestly, one of the biggest reasons my “conference calls” have become so productive is that they’re almost always done over video–for free. Zoom (my favorite), Skype, Go to Meeting, or Google Hangouts all work. You can see facial expressions and get a better read on emotions AND it takes multi-tasking off the table.

Articulate outcomes

Meetings are meant for two things, to move results forward or to build relationships. Be clear on your objectives. Are you there to make a specific decision? Are you working to gain buy-in to a change? Knowing why you have each item on the agenda will go a long way to keeping the call on track.

Invite only necessary players

When you’re considering flying people in for a meeting,  you take a lot of thought to the time out of the field and the expense involved. Don’t let “It’s just a conference call” suck you into a trap of over-inclusion. That kind of thinking compounds quickly.

Segmentize discussion

Use a narrowing agenda. Arrange the more general topics up front and then let people drop off as the topics become more specific. Explain what you’re doing and why in advance, so you don’t get people riled up about secret meetings. Be sure that it’s not always the same people invited to drop first.

End standing calls early and often

I get nervous about weekly check-in calls, mostly because discussion expands to fill the time, when a briefer discussion could do. If a regularly scheduled call is important for your team or project, craft the agenda and estimate the time you think you will need. State that intention up front. “If we keep to our agenda, I think today’s call should only last about 37 minutes. Let’s be as productive as possible so we can all have some time back.”

Done well, conference calls can be an effective and efficient way to get the results you need. A little extra planning can save hours of lost time and productivity.

Are you looking to help your team streamline efforts and produce better results, please call me at 443-750-1249 for a free consultation.