Call conferencing meetings are usually held to encourage collaboration among participants, so that members can brainstorm and take part in a productive exchange of ideas. However, many hosts often encounter sessions that are dull and filled with awkward silences. Prevent this from happening and allow engaging discussions to take place by observing the following guidelines:
Before the meeting
First, build anticipation and send out an invitation. Give selected participants of the call conferencing session a heads up about the topic to be discussed during the meeting. Send each one an e-mail or a written memo outlining the meeting's agenda and points for discussion. You can also give them a list of materials they have to bring, like notebooks and pens, or provide them with handouts for advanced reading.
If you're hosting a brainstorming session, make sure to ask the participants to come prepared. Tell them to think of at least three ideas in advance, which they can share during the meeting. If, on the other hand, you're planning to explain a new structure or discuss possible changes to an existing process, don't forget to provide an outline or flowchart illustrating the new format. This will encourage people to comment and raise their questions during the meeting.
During the meeting
Provide enough background and let the participants share their expectations or objectives for the call conferencing meeting. This allows them to work towards achieving a goal and will also help them stay focused on the task at hand.
If you have call participants who have never met or worked with each other, don't forget to introduce them. Let them share something about themselves or give a short description about what they do. Not only is this a great icebreaker, it will also encourage other members to participate.
When it's time to get comments or any kind of feedback, try calling on specific people. It may seem like you're asking participants to recite in class, but doing this ensures that everybody gets a chance to speak and contribute to the discussion.
After the meeting
After your call conferencing meeting, see to it that everybody leaves with a list of accomplished tasks or deliverables to facilitate the implementation of the project or to bring about a better understanding of what was discussed.
You also have to send out a short e-mail thanking everyone for their input. This lets the call participants feel appreciated and will encourage them to take part in future sessions. You can also include a recording, printed handouts, or a brief summary of the topics discussed during the call conferencing meeting.
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