The basic tips for being productive can apply to any given situation. Conference calls are no exception. When you are hosting a conference call for your staff meetings, you want to make the most out of the time that you are on the call. After all, a conference call can only save you time and money if you utilize the benefits to the maximum potential. A few simple tips will keep you productive.
Think Creatively: Being creative about your presentation during your call will benefit everyone. Your creativity will help you grab and retain your attendee’s attention. Your job is to educate and enlighten your callers, being creative and thinking outside of the box allows you to do that. And as a bi-product, if there is something memorable about the call or presentation, the attendees will be able to recall it faster than if they had sat through call #54 where all of the calls were the same voice and very similar, plain, PowerPoint presentations.
Find a time tracking system and stick to it: Not everyone learns the same way. Not everyone remembers things the same way either. Whether you use a paper calendar, google calendar, your blackberry or a personal assistant, find a system to track your time and adhere to that schedule. Don’t allow the call to get off track. You should certainly allow time for Q&A and some buffer time as well, but plan this in, don’t just let the call run amuck.
Stay on track during your call: Have an agenda for your call and follow it. Don’t let the call get away from you by allowing attendees to stray into off topic matters. If they bring it up, say that it is a great topic and you will cover it at the end if there is time, or address it in a later call. Maintain control and always remain calm.
Learn from praise and criticism: The Q&A section of your call can prove to be the most important. It is during this part of the call where you will learn from your staff. You can clear up any misunderstandings, design future calls that may be more effective and hear what your staff has to say. Their feelings and opinions matter, it is important to take them all into consideration. In fact, you can also plan for a brainstorming call where everyone can participate and bring up ideas. You never know where the next great idea will come from.
Drop the chitchat: Outside of the icebreaker and the Q&A, make sure you stay on track and stick to your agenda. No one wants to be sitting on the phone for hours when they could be getting their work done.
Your staff has the same desire that you do, to be productive. In order for your call to be productive you must create a structure that you and your staff can adhere to. Create a simple structure, stick to the agenda and your productivity will increase. It is that simple, and by doing it via conference call you will save countless man hours.
