Most of us in professional services probably participate in a few conference calls a day. But that number is about to go way up — and every participant in the call is going to be in a different location.
The Denterlein team gathered virtually on Friday to connect after a long week of typical work interspersed with partner with clients to develop operational strategies, internal announcements and press releases we couldn’t have anticipated two weeks ago. In addition to checking in and catching up, we shared some of our most successful tips for effective and productive conference calls and video-conferences. I’ve summarized the best below — but add yours in the comments.
1. Create detailed agendas: Written agendas circulated in advance, with notations on who is leading which section of the call, keeps everyone clear on roles and responsibilities. It makes it easier for your virtual participants to follow along and transitioning from one section of the agenda to the next is seamless.
2. Appoint a leader: Having a clear leader (it’s worth it to name the person at the outset of the call) helps keep the call on track, assure participation by everyone on the call and limits confusion. A few things a leader can do:
3. Use a chat function: How many of us have used the mute button to confer with teammates around the conference room table before weighing in on a call? Or can tell by a glance which team member will jump in and answer a question during an in-person meeting. Chat software (our firm uses Microsoft teams, but Slack, Yammer, G-chat and others are all options) can help smooth conversations when no one is in the same place.
4. Test the software: For many, this will be the first time using video-conferencing, sharing screens, or having moderated conference call. Test the technology before hand to eliminate wasted time dealing with glitches.
5. Maintain personal connections: Informal chatting pre and post meeting help people make personal connections, fostering better teamwork. It requires some intentional focus to foster this via tele- or video conference. Ask a light-hearted question to the participants pre or post agenda to start the ball rolling and make sure all get involved.
6. Some tips for video-conference:
With schools cancelled across the region, I suspect many of us will have moments akin to the time when a BBC Skype interview was interrupted by a young child. Have patience with one another and understand that there may be incidental moments of lost focus that we can’t control. Do your best to get back on track and work together to make this process successful!