Conference Call Skills: How to Effectively Manage a Large Group

So many of our clients work in teams that are geographically diverse, requiring group conference calls as part of their regular corporate communication. Scheduling conference calls for meetings can save a lot of money by cutting down on travel expenses, yet conference calls can pose communications challenges.  This video, A Conference Call in Real Life, is a funny depiction of some of the pitfalls we have all faced with conference calls. That which is meant to be a productive communication tool for the whole team can too easily become a platform for a vocal few and an annoyance for the majority. Below are some practical tips that will help enhance the next large group conference call you’re on.

1. Be selective with the invite list

Take a careful look at who you include on the conference call invite list. Too often, we inherit lists from other colleagues, or we see a name on the list, without ever knowing why they need to be included.  Suddenly your eight-person conference call balloons to 30, 50, or 70 people. Take a look at each invitee’s functional area or project focus, to make sure everyone included on the list has a distinct role or purpose for attending the call.

2. Schedule multiple, targeted meetings

Think about the topics you cover in your conference calls.  Are you conducting one meeting, or are you effecting multiple meetings simultaneously?  Are you uncovering multiple themes that cluster together groups of people?  If so, then breaking the meeting up into shorter conference calls with smaller teams might be more productive. Another option is to include a conference call schedule with the invitation, which will allow people to dial in and dial out at designated times based on the content to be covered at the specified time. These changes will have a significant impact on the level of participation and engagement you notice from each attendee.

3. Publish a detailed agenda in advance

A detailed agenda is the roadmap for your meeting and informs conference call participants of the specific topics and action items to be addressed.  Each participant should be made aware of what they are expected to prepare or contribute.  Include time stamps in the agenda. The conference call moderator has an obligation to keep the conference call on schedule.

4. Eliminate lengthy reports

Most people don’t actively listen during conference calls because the calls too often become a monotonous delivery of status reports. Instead, the attendees often use the mute button and take care of emails or other trivial tasks while they half-listen.Avoid this by changing your approach.  Instruct each person who needs to provide a report to submit that same information in written form, one page or less, using bullet points so that recipients can easily scan information.These reports should be delivered to the conference call moderator at least a day prior to the call ; that person can then distribute only that which is needed to all the appropriate attendees. The call’s conversation can now be focused on follow-up questions and actionable items, rather than dull, boring reporting.

5. Remain consistent

A large group conference call is a hotbed for bad communication habits. Remain consistent in how you expect attendees to prepare for and conduct large group conference calls, to ensure that the old habits are replaced by new habits. It won’t be too long before the attendees start participating in – and benefitting from – the new format.