- Despite the growth of popularity of video conferencing, phone conferences are still here and still a popular way of people communicating with each other. The trick is, how can we stay focused when we're just listening to voices on the phone and how can we get the most out of these meetings? Here are a few tips. First of all, and this applies really to all meetings, establish the expectations up front. What is this meeting about and who needs to attend? Often, people go to a meeting simply because it was scheduled and then they don't even know really why they're there.
Second, make a commitment in your schedule when you go to a phone conference. Sometimes people look at it and say, well, I'm just going to be on the phone, so I'm going to do something in the background, I'm going to check my email or whatever. Do not have multiple scheduled activities during this time. We want to avoid multitasking and give the meeting and the people there the respect they deserve. Third, check the equipment that you have and make sure that you have the correct equipment. I recommend that you avoid using a speaker phone.
This actually makes it much harder for other people to hear and sometimes can cause speakers to feel a little bit disrespected. Instead, have everyone call in on a separate line and, if possible, use a headset to allow you to have the full use of your hands and to hear everything clearly. Fourth, turn off distractions and turn on any related programs. What do I mean by that? Well, unless the meeting is about social media, you probably want to shut down those sites for the duration of the meeting.
But on the other side, if you need to take notes, you might want to have that up and ready to go, also for the duration of the meeting. Fifth, list the names of all people who are attending. I like to do that in my notes at the start of every meeting. This way, I can make sure that I remember everyone's name and, more importantly, make sure that everyone has an opportunity to participate. If you're the meeting leader, you'll especially want to make sure that you ask specific questions to every participant.
And finally, end with action. The whole point of the meeting is to get something done, to move forward. So at the end of the meeting, we want to ask, what is the next step? What are we going to do about this? Who is going to do it, who is going to commit to that responsibility? And when does it need to be done? What's the due date? By doing this, we can make every meeting move forward. Phone conferences can be an effective way to communicate. All it takes is a little bit of preparation.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Intermediate
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Introduction
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Welcome1m 5s
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1. Time Management Tips
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Power tips for sending email3m 14s
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Positive procrastination3m 15s
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Remove the "busy" tag2m 58s
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Manage digital interruptions4m 19s
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Make the most of meetings2m 52s
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Follow up on delegated items2m 58s
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Become tech savvy4m 33s
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Focus on the person2m 37s
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Time management for students2m 59s
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Ending meetings with action1m 44s
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Building a not-to-do list2m 46s
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Avoiding the crowd mindset2m 58s
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Placing a value on your time3m 30s
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How to schedule a meeting3m 35s
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How to develop flexibility4m 19s
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The trouble with texting3m 48s
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Create a perhaps list4m 58s
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Reduce attention switches4m 46s
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Adapt your favorite app4m 33s
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Make time to get more time3m 49s
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Read vs. unread email3m 52s
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Make time to have fun3m 57s
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Create a morning ritual3m 23s
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When to create new homes3m 26s
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How to reduce spam3m 48s
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Why repetition saves time2m 48s
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Productive passwords2m 3s
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Productive web browser tips1m 51s
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Writing a productive email1m 55s
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Commit to your calendar1m 54s
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What to say instead of ASAP1m 46s
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Set voicemail expectations1m 43s
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Set email expectations1m 46s
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How to use an inbox1m 41s
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How to use an outbox1m 53s
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Video: Staying engaged in conference calls