Conference calls are essential to the ongoing operations of many businesses and organizations. They allow for better communication among distributed and remote teams, and have also been lifelines as companies navigate the challenges of the COVID-19 pandemic.

However, there is one criticism of conference calls that must always be addressed: length. Nobody enjoys conference calls that drag on too long. Time wasted often translates to money wasted. Spending too much time on the phone and not enough time checking tasks off the to-do list and accomplishing goals leads to lower employee morale, too.

So, what’s a business owner or manager to do? Cancel upcoming conference calls in favor of other, less effective forms of communication? Absolutely not. What’s needed instead is a plan for faster, more efficient calls.

Here are eight tried and true strategies that will help your team hold conference calls that are not wastes of time.

1. Remove distractions

The first step toward a faster pace during calls occurs before anyone even dials in.

Ahead of the call, be sure to instruct participants to find a quiet, out of the way space where distractions are minimal. This should be a space where they are unlikely to be interrupted by others or tempted to get distracted or multi-task.

Those who join the call should also make sure they are comfortable and have everything they need before joining. Any notes or other items needed to prepare should be in place. It’s also a good time to take a restroom break.

2. Test technology

Any equipment that is needed to participate or organize the conference should be thoroughly tested beforehand. That means all phones, microphones, speakers, computers, software, apps, etc. need to be checked ahead of the start time.

There is no easier way to derail a conference call than coming across a technical problem and needing to devote a chunk of time to solve it.

The entire process should be tested to remove any potential bugs. Share with everyone who intends to join the call how exactly they should do so and how to troubleshoot any common problems they may encounter. This could include providing resources from equipment, software or service providers.

3. Keep it simple

A straightforward, simple conference call is a more efficient conference call.

To take up less time talking over the phone, make sure to set clear expectations. This means laying out precisely what everyone involved should get out of the call.

Create an organized agenda that makes clear the start and end time of the meeting, what will be discussed, what goals or tasks should be accomplished during the call and what information everyone is expected to bring to the discussion.

A simple call also has a specific discussion leader. This can be different for each item on the agenda, but it’s important not to allow opportunities for needless interruptions.

It’s also a good idea for call organizers to familiarize themselves and all participants with the mute button. For much of the conversation, only those presenting information should be unmuted. Open up the conversation only when asking everyone to chime in.

4. Start and end on time

This is a strategy that is too often ignored or abused. Be sure to start and end the conference call on time. It should be as taboo to start a conference call late as it is to show up to work late.

In addition, if there has been an agreed upon time limit, then honor that limit. People are busy and many individuals will likely find themselves in situations where they need the call to end in a timely manner so that they can go to another pre-scheduled meeting or hop on another important call.

Hosts should be prepared to join and start calls at least five minutes ahead of time to make sure they are ready to get the ball rolling once everyone who is invited to call in has done so.

5. Dive right in

Once the call has started, don’t mess around. Get right to the point.

In some cases, a little small talk doesn’t hurt and can even be helpful in building morale and fostering that team environment that most people crave. However, when the goal is to hold a conference call that is fast and efficient, that small talk is not helpful.

In fact, when people are in a hurry, small talk that only wastes time could do a lot more harm than anybody by trying people’s patience. Instead, start the meeting with a brief introduction, if necessary, and then begin tackling the issues at hand.

6. Take advantage of messaging or question and answer features

Whenever time is of the utmost importance, teams should use instant messaging, comments or question and answer features that come with the conferencing technology you are using.

These capabilities offer participants an additional avenue for getting points across or receiving answers to questions without taking up time over the phone. It’s important, though, to remind everyone on the call that topics of importance to everyone should stay on the main call and not in message or comment threads.

7. Be positive

A positive environment is a more focused environment. To that end, use positive language that reinforces good discussion and proper engagement.

Conversations that are positive in tone will also help the call move along at a faster pace as engagement flows more easily.

8. Wrap up and follow-up

Once the main portion of the call is done, wrap up with a quick review of important items discussed, specifically decisions made or actions taken during the call. Ask if there are any questions. If time is a concern, then ask that any questions be emailed or handled in a separate call.

On that note, you should also send out a follow-up email, which would be a perfect message for anybody to respond to with those questions. It’s another chance to ask for any questions or points of confusion that need cleared up.

Set up an instant conference call

If you have a limited amount of time to connect with your team, then what’s better than being able to set up an instant conference call – for free – with technology and features that you know deliver.

That’s what Conference Town offers. Get started by signing up for a free account or starting an instant conference call now.