Tips and Techniques for Audio Conference Calls

Before the Call

• Plan ahead!
• Advise participants of the TeleConference date, time, and expected duration.
• Provide all printed materials to participants in advance.
• Let people know that you will start promptly.
• Remember ... equipment makes a difference. Speakerphones should be of the highest quality available.
• Be aware that air-to-ground and cellular phones may adversely affect sound quality and plan accordingly.

During the Call

• Take roll call.
• Begin with the agenda and meeting ground rules.
• Direct questions and comments to specific individuals or locations.
• Encourage participation and keep things moving.
• Choose a date and time for your next TeleConference while everyone is still on the line.

Ask Participants to

• Speak naturally.
• Identify themselves when speaking.
• Pause for others to comment.
• Spell out unusual terms, names, and numbers.
• Mute the speakerphone microphone when not speaking.
• Seat key participants closest to the speakerphone or use a handset if possible.
• Avoid putting phones on hold - phone systems with music-on-hold will disrupt the TeleConference.

After the Call

• Follow up.
• Call to reserve your next TeleConference.