September 15th, 2015 by The Modulis Team
Powerful Tips for Large-Group Phone Meetings
Phone meetings are the norm for large groups of people that work remotely in various workplace scenarios across the miles. As participants from diverse cultures and varied industries meet online to plan big business, productive phone meetings are invaluable to the success of a project. With a few powerful tips related to the four phases of your call, you can host seamless large-group phone meetings that produce results, every time.
Scheduling a large-group phone meeting is possibly the most important step toward a productive meeting. Review the following points when you consider local participants and those abroad in scheduling a meeting appointment:
- Tools – Ensure the tools your participants are using (i.e., Outlook, Gmail, etc.) are compatible with the tools you are using. If not, make a comment in the meeting notice as to any action a participant may need to take.
- Timezones – Schedule the meeting at a time that is most suitable for participants in varied time zones (consider worldtimebuddy.com or a similar site to guide you with time conversions and scheduling).
- Scheduling – Pre-plan your participant list. You may want to create a distribution list that begins with company leadership, project leaders, and stakeholders, as necessary, carefully ensuring that no one is left out.
The time spent preparing for a large-group phone meeting will come across to your participants. An organized meeting leader will have an agenda, stick with it, and not waste time in the process.
- Talking Points – As you prepare the talking points, consider exactly what needs to be discussed and the outcome you hope for.
- Visual Conveyance – Most successful presentations include visual conveyance using PowerPoint, Google Slides or another similar application to get your points across and keep people engaged.
- Screen Shares and Whiteboard – Set up a dry run for a screen share or the use of a white board (Google Hangouts, Zoom, etc.) with the information you plan to share with your large group.
During the Call
What you do and say during a call are critical to positive attendance, engaging your audience, and effective business planning. Running a smooth and concise meeting will not only produce results but also encourage participants to attend in the future.
- One-To-Many Communication – Keep the communication on a one-to-many level; should one person begin to dominate a topic, offer to set up a separate call for a one-to-one conversation.
- Suggest Mute – Depending on the phone system you are using, you may want to suggest that participants mute their phone lines when not talking to avoid excess call noise.
- Support For Issues – If the resources are available, appoint a support person to field any participant issues.
After the Call
A post-call follow-up message is always helpful in terms of sending meeting notes and gathering input on ways to improve a large-group phone meeting. When you are addressing between 25 and 200 participants, meeting notes and feedback are useful.
- Summarize - Send a meeting summary that includes the attendees, issues discussed, decisions made, new action items, etc.
- Survey - Include a follow-up survey at the end of the meeting or with the meeting summary. For something quick, easy and free check out Google Forms.
Unified Communications From Modulis
Modulis offers a variety of VoIP and unified communications tools to facilitate clear and reliable large-group phone meeting and conference calls. Conduct successful, productive meetings with the right resources. Learn more: https://www.modulis.com/unified-communications/