By Dana Phillips.

When you think of conference calls that you lead, which describes you best?

  • I’m a “winger.” I just wing it.
  • I do the calls myself because it is just easier than getting people to help.
  • I send out an agenda.
  • What conference call?

Whether Zoom calls or phone calls, you need to plan them for more effectiveness.  Keep the purpose and participation in mind.

  • Write an agenda with specified times for each segment.  You can send an outline to your team in advance but for your eyes or anyone speaking on the call, make sure you have the call segments timed.
  • Vary the Format.  How do you do that?  Well, there are several ways you can change things up.
    • You can change the order of your content in your call.  For example, start with a call to action instead of ending with it.  Do recognition at the end instead of the beginning.  Intersperse recognition with announcements.
    • Vary the voices.  Think about not talking the entire time on the call, using other voices for each part of the call.  Again, think about the purpose of your call.
    • Offer different kinds of calls for differing needs.  We have clients who have new team member call series (four weeks) and then introduce new members to the whole team call. Others have a set call for those who want to achieve the trip.  Whenever you find yourself repeating the same information to individuals, ask yourself, “How can I make this a group call.”
    • Engage the senses. Use music, handouts, sound effects (even funny voices for emphasis), and paint word pictures by asking participants to close their eyes and picture or imagine situations, success, or scenes.

As important as planning is to practice, practice, practice!!!  Practice your parts out loud; make sure you have allotted the correct amount of times. Like we said on the call, listen to your speakers and coach them on their part, too.

There is an etiquette for you, the leader. There are guidelines you can share with your team. Understand the purpose of your calls and how to get more participation.  Then, be sure to plan and practice.  Your calls will rock!

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