Meeting Basics Conference Calls

It is a meeting Standard rules for attendees be on-time no phones come prepared listen discuss take effective notes

Standard rules for attendees

be on-time

no phones

come prepared

listen

discuss

take effective notes

It is a meeting Standard rules for organiser start on-time have a purpose invite the right people publish an agenda have a facilitator sse the time effectively have concrete actions publish minutes finish on-time

Standard rules for organiser

start on-time

have a purpose

invite the right people

publish an agenda

have a facilitator

sse the time effectively

have concrete actions

publish minutes

finish on-time

No multitasking Even if you are at your desk you should not be trying to catch up on your email or otherwise working on something else. You should be giving the meeting 100% of your attention.

Even if you are at your desk you should not be trying to catch up on your email or otherwise working on something else.

You should be giving the meeting 100% of your attention.

No sub-meeting Don’t put the call on mute this interrupts the natural flow of discussion and encourages people to make comments for the local audience excluding the rest of the call.

Don’t put the call on mute this interrupts the natural flow of discussion and encourages people to make comments for the local audience excluding the rest of the call.

Know who is who People joining the call should announce themselves as they join. The first and perhaps second time each person speaks they should state their name but not every time.

People joining the call should announce themselves as they join.

The first and perhaps second time each person speaks they should state their name but not every time.

Make it effective Conference calls are more difficult. Everyone on the call needs to work extra hard to make sure the time is as effective as it could be.

Conference calls are more difficult. Everyone on the call needs to work extra hard to make sure the time is as effective as it could be.

Make it effective Actively listen to what is being said, ask for clarification when necessary and discuss the points raised.

Actively listen to what is being said, ask for clarification when necessary and discuss the points raised.

Use technology wisely Have a really clear need before considering the use of video conferencing, desktop / document sharing tools, shared whiteboards, etc.

Have a really clear need before considering the use of video conferencing, desktop / document sharing tools, shared whiteboards, etc.

Conference Calls It’s a meeting No multitasking No sub-meeting Know who is who Make it effective Use technology wisely

It’s a meeting

No multitasking

No sub-meeting

Know who is who

Make it effective

Use technology wisely