How to Successfully Facilitate a Conference Call

The new wave for group communications is the conference call. This type of meeting allows all participants to interact from the comfort of their own surroundings by telephone and or video. But the conference call is still a meeting and thus should be facilitated like you would a face-to-face meeting. Take these steps to increase your ability to successfully facilitate the conference calls you are asked to lead.

Difficulty: Moderately Challenging

Instructions

Things You'll Need:

• Telephone/Video Conference Service
• Facilitation Skills
• Participants
• Agenda & Meeting Documents
• Positive Mental Attitude

1. Plan ahead. Determine the purpose of the call and carefully consider the meeting requirements:
   
   a) Duration and timing of presentations and speakers
   b) Number and level of required participants

2. Prepare an agenda. Include the following:
   
   a) Desired outcomes for the call
   b) Call logistics (phone numbers, pass codes, URLs for video presentations, etc)
   c) Names of speakers and participants

3. Distribute any pre-work, presentations, charts, speaker bios or meeting documents at least 24 hours before the call.

4. Mentally prepare yourself to moderate the discussion. Call in a few minutes early in order to greet the first caller.

5. Open the call by asking participants to perform a verbal roll call to let you know who is actually on the call. Don’t rush. Listen carefully for each response before you move the opening item on the agenda.

6. Let participants know that they will be placed on mute to minimize background noise distractions. Mention that during the Q & A section or discussion the call will be taken off mute mode so they can respond freely.

7. Stay focused and keep the agenda moving throughout the call. Draw out participants who have not spoken and encourage them to contribute.

8. In heated discussions, maintain a good attitude and communicate calm to prevent chaos. Respectfully remind participants that no one can be heard if everyone is talking at once; and then one by one give each participant a chance to speak.

9. Put energy in your voice as you facilitate by smiling. If you smile as you talk your voice will sound powerful, motivating and encouraging.

10. Just before the end of the call review the desired outcomes and ask participants to share what they liked about the conference call and what could be improved. Use this information to prepare for future calls.

11. Thank the participants. Give an assurance that you will follow-up on any assignments and agreements that were made. Leave the participants with a positive feeling.

Resources

• Increase Your Meeting Facilitation Skills