Must Do's for Every Conference Call
Lately I’ve noticed that the number of Zoom calls on my calendar is slowly declining while the number of conference calls is slowly rising. Is Zoom fatigue back or is the hybrid work environment with some at home and some in office making it harder to “see” everyone at the same time? It seems to me that good old fashioned conference calls are back and here to stay.
I host a biweekly call with a large number of internal participants to provide them with updates and collect their feedback and highlights. Initially, the calls felt painfully awkward…. classic roll call at the start, followed by my prepared remarks, and then going “around the horn” with many cringey pauses in between. I would find myself wondering if anyone was even listening to me or if they were multitasking as I spoke. I would try to rush through the call to hang up as quickly as possible just to minimize the torture. Something had to change to make this hour together a bit more exciting and useful to all.
These are my must do’s for hosting a conference call with my colleagues:
Circulate an agenda along with the meeting invite
An agenda helps everyone come prepared to the discussion and keeps you in control of the flow. It also helps you budget the time you have across your list of topics. If you know there are specific people who have to comment on various parts of the agenda, list their name so it’s extra clear to all involved on the call.
Prep your talking points in advance
I wouldn’t go as far as scripting myself but I take a minute to prepare detailed bullets of what I need to cover with key details like stats / dates listed. This prevents me from rambling and confusing my audience. I find that it helps others take notes as they listen to me present because I am delivering an organized message.
Pro tip: If you type out your talking points in advance, you can quickly circulate it as a post-call meeting summary while the discussion is still fresh on everyone’s mind rather than days later.
Get dressed + speak while standing up
It’s no secret that wearing a great outfit (a.k.a anything but pajamas) gives you a little extra confidence boost and polish that will carry through to your “phone presence.” Take it one step further by making sure you are sitting up tall or standing up, if possible. This allows you to have maximum airflow, control your pace, and be more focused. They say you can tell someone is smiling just by listening to their voice.
Hosting a conference call can either be a giant waste of time or a very effective use of time. The choice is yours.
-Andrea
