Take Control of a Conference Call

A conference call lets you remain at your desk rather than trek off
down the hall--or across the country--to a meeting. It also provides a
great opportunity to get the opinions and concerns of the entire team
heard as long as it doesn't disintegrate into a wasteland of wandering
discourse. Investing some time and effort up front will ensure that the
call works for everyone.

1. step 1

   Volunteer to set up the call so you can assume the role of moderator. Confirm that everyone has both the dial-in and conferencecode numbers, as well as the correct time for their zone.

2. Step 2

   Poll the other participants in advance as to the items they want covered in the call. Develop a written agenda with a specific time allotment for each agenda item. Better yet, e-mail the agenda to all parties before the call.

3. Step 3

   Take charge of gathering and disseminating the printed background material, numbering pages clearly and prominently. Nothing creates conference-call chaos faster than a chorus of "Where are we?" or "I don't seem to have that chart."

4. Step 4

   Refuse to discuss major agenda items until everyone is on the line. Bringing latecomers up to speed on important issues wastes time and irritates those who were prompt.

5. Step 5

   Monitor the clock closely. Be prepared to intervene with "Excuse me, we have to move on--we've run out of time for this topic" or "Let's discuss this topic at another time and report back to the group." Stay polite but firm throughout.

6. Step 6

   End the call with a synopsis of conclusions reached and future actions required. Send out a written summary of these conclusions and action items to all participants promptly.