Things You'll Need:
- Call agenda
- List of participants' names/details
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Step 1
Prepare an agenda for the conference call and make a copy available to each participant via fax or email prior to the call.
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Step 2
Begin the call by asking each participant to say his name, location and role, for example "John in Accounting from the New York Office". Doing so encourages relationship-building and fosters a feeling of cohesiveness.
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Step 3
Remind callers of the importance of minimizing distracting noise produced by shuffling papers or pencil tapping. Suggest that participants take the call in a room with a closed door.
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Step 4
Refer to participants by name, location and/or role throughout the discussion, which allows everyone to know who is talking and to establish a context for others' comments. In addition to facilitating minute-taking, this practice will allow you to compensate for the lack of eye contact, which typically cues participants to respond in face-to-face situations. Engage participants with statements such as "James in Austin, what are your thoughts on this new marketing campaign?"
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Step 5
Control the floor to make sure that the participants stick to the agenda. Get the discussion back on track by intervening politely yet firmly. Do so if you sense that a speaker is veering off topic or if several participants attempt to speak simultaneously.
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Step 6
Ensure that your questions and comments receive timely responses with statements such as, "I'd like to first hear from Bob and then Louise from Human Resources."
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Step 7
Prevent participants from losing interest by frequently changing speakers. Some people may feel too shy to speak up, so be sure to call on them and ask for their input.
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Step 8
Close the meeting by reiterating action items and asking participants for summary statements. Do not forget to thank everyone for their time.
