Moderating a Conference Call

Conducting a conference call involves a little more than sending out the information of when the meeting will take place. As with any meeting, it is important to address several issues in advance if you want to successfully moderate a conference call. Here are some things to do that will help your teleconference to be efficient and productive.

Step 1

Set specific goals for the conference call. What is the single most important thing you want to accomplish with the meeting? What are two other lesser but still important goals you wish to achieve before the meeting ends? Establishing specific aims or goals will make it easier to structure the meeting in general.

Step 2

Create an agenda for your meeting. Approach this task in the same manner as preparing a face to face meeting. This means arranging the agenda items in order of priority, being careful to observe any structure that may be necessary due to the nature of the meeting or company traditions.

Step 3

Assign time limits for each line item on the agenda. Doing so will help you to stay on track and avoid allowing the conversation to get into issues that should be handled in another meeting.

Step 4

Include specific periods within the agenda for questions or general discussion of line items covered up to that point in the call. Again, assign a specific amount of time for these functions, and do not allow yourself to run past that amount of time.

Step 5

Distribute the agenda ahead of time. You can accomplish this by saving your agenda as a document and emailing it to each participant as an attachment. The text of the agenda can also be copied into the body of an email if that is preferable. If necessary, you can also print and fax the agenda to each scheduled attendee.

Step 6

Ask each attendee to confirm receipt of the agenda at least a half hour before the conference call is scheduled to begin. This last step will mean no delays at the beginning of the meeting in order to have the agenda sent to one or more participants at the last minute.

Tips & Warnings

Prepare your agenda at least a couple of days before the conference call. Doing so will give you time to set it aside and review at least once before sending it out. Your attendees should receive the agenda at least twenty-four hours before the scheduled date and time for the conference. Even with an agenda, there is always the temptation to allow last minute additions or to extend a few extra minutes for one or more line items. Unless the matter is very pressing, do not deviate from your agenda. If necessary, another conference call can be scheduled to address line items that have generated a great deal of interest in further discussion.