Don’t waste people’s time on boring teleconferences, help them pay attention.
Do you hate teleconferences?
Do you wish you could make them more efficient?
Do you hate it when you can’t hear people?
Teleconferences, when done well, can be an effective way to host a team meeting however they aren’t always done well. we need to set up some guidelines to make them more effective.
Want people to pay attention, try these strategies:
Know how to establish a teleconference
Learn how to use the functionality of the platform that works for you. Maybe even write the instructions on how to establish a call and leave it beside the phone or in your boardroom for others. Create a list of all the short cuts. If you can convert the teleconference to a video call we love the Zoom platform – it’s easy to see everyone, share the screen, chat, and record for transcription later.
Silence cell phones … and noisy dogs
That’s right! In teleconferences, it is just as rude to answer calls or send messages while the meeting is occurring (even though everyone does it). Let calls go to voicemail your phone and create a quiet environment that doesn’t distract others, that might also mean keeping your puppy quiet if you are doing the call at home.
Create and share the agenda
Regardless of how long the call will be, set a specific agenda and circulate to all participants in advance. Allocate specific timeframes for each speaker. If they have an allocated agenda item, every participant needs to adhere to their time frame. Honor people’s time and don’t steal minutes from each other.
Be quiet
It is difficult to hear when you are on a teleconference if people are shuffling papers, sending messages, typing on their keyboards (we can hear you clearing your email), having side bar conversations – don’t do it. Be still and listen to the entire conversation, I know it’s hard, but do it anyway.
Keep conversations short
Not everyone around you wants to hear your plans from your weekend or hear you waffle on, so keep conversations short and on point. Remember the cost of teleconferences is expensive (all of your salaries or billable hours on one call… crazy expensive) – save your company money where you can.
Only one person speaks
Seems SO obvious and yet, doesn’t always occur. All everyone to hear the whole conversation.
Be considerate of time
ALWAYS restrict your calls to business hours (whenever you possibly can, unless your job indicates otherwise). Cell phones and teleconferences have made us even more accessible to other team members, be aware people have personal lives outside of your office, let them enjoy their loved ones.
Always be professional
Keep the conversation on the topic of the agenda, don’t vary from the agenda unless vital. Seriously. Stop wasting time.
Be considerate
Keep information relevant to everyone, don’t use language or jargon that may not be understood by participants (especially when working on technology projects or very technical areas of expertise).
Teleconferences are an essential part of business and to make them even more effective you need everyone to pay attention! Turn up on time, stick to the agenda, create minutes and get off the phone – simple really!
