23 Tips for Conducting a Successful Teleconference
Conducting business online means having virtual meetings, either teleconferences or webinars, on a regular basis. Without the traditional face-to-face business connection, it’s vital that these virtual meetings are easy to manage, focus on important information and satisfy all of the meeting’s participants.
This post will focus on providing tips to help you conduct successful teleconferences, whether you are meeting with a small group or presenting to a larger audience. My next post will provide a list of free teleconference services you can explore to conduct your phone meetings.
Planning the Teleconference
- Create an agenda, call outline or program and make sure all participants have a copy before the teleconference.
- Work in a question and answer session or other participant contribution segment.
- If appropriate, consider sending out a call for questions and feedback prior to the teleconference so participant input can be worked into the agenda.
- Send out support materials prior to the call so participants can print or review them ahead of time.
- Schedule a start and end time for the call and stick to the schedule.
- Consider time zones before scheduling the call to make sure it’s convenient for all participants.
- Provide all of the necessary dial-in information, including various time zone translations, at least one day before the call.
- Consider recording the call for people unable to attend or to help in creating a meeting recap after the call.
- Send out a meeting reminder 2-3 days prior to the call.
Preparing Your Equipment
- Plan to use a landline telephone, if possible, to ensure good quality (and encourage participants to do the same).
- Get a good headset if you plan to use a VoIP connection and test it prior to the call.
- Limit as much background noise as possible.
- Know how to mute your connection and tell participants how to do the same.
- Avoid speaker phone to avoid echoes and clarity challenges.
- Test your connection and call features (such as recording) prior to the live call.
- Have a backup method to connect to the call, just in case.
Conducting the Teleconference
- Appoint a moderator to make introductions, keep on-task and facilitate the call.
- Appoint someone to take notes during the call.
- Set ground rules for the call if there will be more than three participants to avoid talking over each other.
- Start on time, and delay no longer than five minutes if participants are late to dial in.
After the Teleconference
- Provide a recap and overview of next steps with specific responsibilities at the end of the call.
- Touch base with participants after the call to get their feedback on how it went and what can be improved for next time.
- Send a written recap and/or meeting minutes to participants after the call.
Frequently Asked Questions (FAQs) about Successful Teleconferencing
What are the key elements to consider for a successful teleconference?
The key elements for a successful teleconference include a clear agenda, effective communication, and the right technology. A clear agenda helps to keep the meeting focused and productive. Effective communication involves active listening, clear articulation of ideas, and respectful interaction. The right technology ensures that all participants can connect and participate effectively, with good audio and video quality.
How can I improve the audio quality during a teleconference?
Improving audio quality during a teleconference can be achieved by using a good quality headset or microphone, ensuring a quiet environment, and using a stable internet connection. It’s also important to mute your microphone when not speaking to minimize background noise.
How can I ensure effective communication during a teleconference?
Effective communication during a teleconference can be ensured by speaking clearly and concisely, actively listening to others, and respecting turn-taking. It’s also helpful to use visual aids where appropriate, and to summarize key points at the end of the meeting.
How can I manage time effectively during a teleconference?
Effective time management during a teleconference can be achieved by setting a clear agenda, sticking to the allocated time for each agenda item, and minimizing distractions. It’s also helpful to assign a facilitator to keep the meeting on track.
What are some common teleconferencing etiquette rules?
Common teleconferencing etiquette rules include muting your microphone when not speaking, avoiding multitasking, being punctual, and respecting others’ speaking time. It’s also important to dress appropriately, even if the meeting is virtual.
How can I engage participants during a teleconference?
Engaging participants during a teleconference can be achieved by encouraging interaction, asking for feedback, and using interactive tools such as polls or quizzes. It’s also helpful to use visual aids and to vary the pace and tone of the meeting to keep participants engaged.
How can I handle technical issues during a teleconference?
Handling technical issues during a teleconference involves having a backup plan, such as an alternative communication channel, and providing clear instructions for connecting and troubleshooting. It’s also helpful to have a technical support person available during the meeting.
How can I ensure security during a teleconference?
Ensuring security during a teleconference involves using a secure platform, requiring authentication for joining the meeting, and not sharing sensitive information during the meeting. It’s also important to be aware of phishing scams and to use encryption where possible.
How can I make a teleconference more interactive?
Making a teleconference more interactive can be achieved by using interactive tools such as polls or quizzes, encouraging participation, and using breakout rooms for smaller group discussions. It’s also helpful to use visual aids and to vary the pace and tone of the meeting to keep participants engaged.
How can I follow up effectively after a teleconference?
Effective follow-up after a teleconference involves sending a summary of the meeting, including key decisions and action items, to all participants. It’s also helpful to ask for feedback on the meeting and to follow up on action items in a timely manner.
Alyssa Gregory is a digital and content marketer, small business consultant, and the founder of the Small Business Bonfire — a social, educational and collaborative community for entrepreneurs.
