Effective Meetings by Phone - Part 1, How to Plan a Teleconference

Teleconferences can be a boon or a bust. On the positive side, they allow people at different locations to attend meetings without having to travel. On the negative side, they can degenerate into frustrating struggles with uncontrolled babble. This occurs because people lack visual contact, which hinders effective communication and provides opportunities to misbehave.

Here's how to set up an effective meeting by phone.

1) Plan a simple meeting. Ideally, the meeting should last less than 30 to 45 minutes. People are unable to concentrate on long phone calls. They become tired. Their attention drifts. They need to take a break. Design your meeting so that it is short and to the point. That way everyone can focus on the issues and participate effectively.

2) Write out your goal for the meeting. Then make sure that this statement truly represents the result that you want to have at the end of the meeting. Lack of a clear, well-stated goal is the second biggest cause of bad meetings. Next check if a teleconference is the best way to obtain that goal. Cancel the meeting if you can achieve the goal with any other approach, such as by sending a memo, making a single phone call, or thinking through a solution by yourself.

3) Prepare an agenda. A teleconference without an agenda is like a journey without a map -- in the dark. Without an agenda, you will lose control and waste time. Your agenda should include the goal for the meeting and detailed instructions for each part of the meeting. It should be so complete and specific that someone else could use it to run your meeting.

4) Distribute the agenda at least a day before the meeting. This allows everyone to think about your issues and prepare for their participation. If appropriate (e.g., for controversial or complex issues) call key participants to confirm that they received the agenda and to check if they have comments on how the meeting could be made more effective. Use this as an opportunity to listen their ideas, instead of to work on the issues or argue with them.

5) Distribute any materials related to the issues before the meeting. This includes outlines, blueprints, schematics, product brochures, and data. Then, the participants can use these tools to participate more effectively. For example, they can follow an outline, look at diagrams, or read data during the meeting. This helps compensate for the lack of visual contact in a teleconference.

6) Invite only those who can directly contribute to the meeting. Ideally, this should be fewer than eight people. If you invite more people, it becomes very difficult to hold an effective meeting. With a larger group, some of the attendees will become lost as silent listeners, which is a waste of their time. You can always send a copy of the minutes to the people who need to know about the work accomplished during the meeting.

A teleconference is more than a phone call. It is a meeting. And a meeting is a business activity that should be driven by a well thought out goal supported by a detailed plan. With proper planning, your teleconferences will distinguish you as an effective leader.

- - - - -

IAF Certified Professional Facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. And his books show how to hold effective meetings. Sign up for his free newsletter at http://www.stevekaye.com.

Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas.

In The News:


pen paper and inkwell


cat break through


Communicating Effectively In The Workplace: Four Vital Steps

Ineffective communication is a major, yet avoidable, obstacle to business... Read More

Finding Common Ground Through Consensus Decision-Making

It's clear to me that a workplace is a better... Read More

Classifying Motivational Needs

While there exist several useful definitions of motivation, for our... Read More

Using, Choosing, and Using an educational consultant

IntroductionThe aim of this document is to provide advice and... Read More

A Comprehensive Sarbanes Oxley Act Summary

Individual and corporate security stand in the center of the... Read More

Behavioral Interview Questions You Can Use Monday Morning

If past behavior is the best way to determine future... Read More

Paretos Law- Your Formula For Success

A 'dirt-world' retail business I used to manage had a... Read More

Creativity and Innovation Management: Generating Better Ideas

Creativity can be defined as problem identification and idea generation... Read More

Creativity and Innovation Management: The Creative State

Creativity can be defined as problem identification and idea generation... Read More

Lets Make Training More Interesting!

Many HR managers believe that by sending their workers to... Read More

Real Costs in Distribution and What it Means To Your Company

Ever feel that all the lawyers in thh Country need... Read More

Performance Appraisals: Questions for Smarties and Dummies

In numerous programs I've conducted on performance appraisals, with Human... Read More

Meaningful Diversity: Creating Cultures of Inclusion

In the fitness room the other day, I caught a... Read More

The Importance of Business Goals

For you to get where you want to go, there... Read More

Employers - Protect Yourself from Custody Battles that Hold Your Company Hostage

Child custody? How'd that get to be an employer's concern?When... Read More

Productivity Through Positive Reinforcement

Most people just want to be appreciated. If you're a... Read More

How to Fire an Employee

One of the most difficult tasks you will face as... Read More

Creativity and Innovation Directors, Consultants and Managers

Creativity and Innovation is essential for competitive advantage, yet the... Read More

Avoiding The Sheep Dip

It is a sad fact that many employees are still... Read More

Innovation Management ? Producing Great Products, Motivation

Creativity can be defined as problem identification and idea generation... Read More

Manage Your Time - Save Your Business.

If you work from home, chances are you already know... Read More

Why Training Fails

Sometimes when I conduct my workshop on Effective Meetings, one... Read More

The Few & the Many: Free Trade, Outsourcing, & Communication

Have you noticed that some sound ideas get bad publicity?... Read More

Oasis in a Cash Flow Desert - Four Resources That Increase Small Business Capital Streams

For small business owners, an enthusiastic vision for smooth, steady... Read More

Does Your Management Style Remind People Of Something They Read In Dilbert?

With thanks to Jeff Foxworthy, the comedian who does the... Read More

Focus Leads To Nonprofit Success: Is Your Organization Rowing or Drifting

Picture yourself standing on the bank of a river watching... Read More

Organisation Tips For The Mobile Executive

Despite the fact that everyone sighs "How glamorous!", the life... Read More

Training Managers and New Trainers

Training managers use many of the same interpersonal and analytical... Read More

The Diamond Cutter

Geshe Michael Roach is a Princeton graduate and a Buddhist... Read More

Understanding How Change Has Changed

There seems to be an assumption that change is a... Read More

The Ins and Outs of Internal and External Relations

INTERNAL PUBLIC RELATIONS: Never overlook an opportunity to do internal... Read More

Process and Procedures Investments - How to Get Money Back

In September 2004, President Bush signed the $146 billion tax... Read More

The Professor Makes A Minus Power Move

If you think the power move has costs, consider the... Read More