Conference calls have become an integral part of the corporate world. To reduce travel time and expenses, the best resource is to organize an international conference. However, if employees spend long hours on conference calls or are frustrated by chaos, calls need to be shorter and more efficient. Many of the problems and failures during conferences can be easily avoided.

Here are 8 ways to make your conference call more productive:-

Daily: Create a clear and well-detailed agenda and distribute it along with all essential material to participants in advance. This keeps everyone informed about what to expect, what information will be presented, and eliminates the likelihood that participants will be clueless without the relevant documents with them. Stay focused and stick to the agenda throughout the meeting to avoid wasting time on irrelevant discussions.

Moment: Schedule schedules in advance, including start, break, and end times. Inform all members of times through regular reminders. Adhere to established times to maintain a reputation for accuracy and avoid frustration or confusion among participants. If everyone is on time, the meeting will be more productive.

Familiarize yourself with the service: Conference calling services vary by provider; therefore, identify the features and tools before you call. Try out all the equipment and learn how to use the features, especially the ones you’ve never used before. Do a technical rehearsal or schedule a practice call to keep the conference error-free.

Introduction: It is very important to familiarize all participants through a concise introduction at the beginning of the call. This will establish the identity of each member and familiarize them with all the voices. This avoids unnecessary confusion later in the call process.

Label: Be polite and courteous on the call. Use features like “call waiting” and “mute” when needed; do not use “wait” as that may cause a buzz on the line that will distract other participants. Call people by name when asking questions to get answers quickly and avoid gridlock. Come prepared to participate in an organized manner. Give your full attention to the call and take notes for reference.

Entertainment: Choosing a suitable conference environment is extremely important. Choose a quieter location with no chance of background disturbances. If it’s going to be a video call, also check the lighting along with the sounds in the room before the call. Avoid using your personal phone or checking your email during the conference.

Moderation: The leader must be able to introduce all members, facilitate speakers, and control people who are not paying attention. He/she needs to regulate the conversation, encourage participation, break into long silences, and steer the conversation in the right direction if it is drifting.

Visual aids: In a web conference, use visual aids, if possible, to get your points across to all members. This will present ideas more efficiently and clearly, reducing the time spent on lengthy verbal explanations. This is especially useful if the number of participants is huge.