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Every audio conference call should have a defined purpose and time limit. Not only is this important to keep your conference calling costs in check, it’s a best practice for running an efficient meeting. It shows respect for everyone’s valuable time, too.
To ensure that the conference call stays on track, prepare an agenda in advance. Limit the items to only those necessary for the call’s purpose. For example, if the call is about planning your company’s annual charity golf tournament, don’t add unrelated agenda items such as a new regulation affecting human resources.
Recap What’s Been Said
Periodic recaps are helpful. They demonstrate that you’ve listened; they provide attendees with a broad summary of the topic and reinforce any necessary action steps, and they can serve as a transition from one agenda item to the next.
For example, “Chris here. As far as the meal goes, Nancy will get an estimate for catering and Karim will order the centerpieces and flowers. Let’s move on to sponsorships…”
These same recaps can be used in a follow-up email, which further helps ensure everyone understands the outcome of the call and their responsibilities. Refer back to your notes or the conference call recording as you write your email.
Finally, make sure to use a reliable, high-quality audio conferencing service to ensure that every voice is heard.