How do you set ground rules for a conference call?

1 Choose the right platform

Depending on the purpose and size of your conference call, you may need to use different platforms or tools to facilitate the communication. For example, you may want to use a video conferencing software if you need to share visuals, a phone bridge if you have a large number of participants, or a web-based application if you need to collaborate on documents. Whatever platform you choose, make sure that it is reliable, secure, and compatible with the devices and networks of all the participants. You should also test it before the call and provide clear instructions on how to access it.

2 Invite the right people

Another important ground rule for a conference call is to invite only the people who are relevant and necessary for the discussion. Having too many or too few participants can affect the quality and outcome of the call. You should also inform the participants of the agenda, objectives, and expectations of the call in advance, and ask them to confirm their attendance and availability. This way, you can avoid surprises, delays, and interruptions during the call.

3 Establish the etiquette

To ensure that your conference call is respectful and professional, you should also establish some etiquette rules for the participants. For example, you should ask them to mute their phones or microphones when they are not speaking, to avoid background noise and distractions. You should also ask them to introduce themselves when they speak, to use polite and clear language, and to avoid multitasking or side conversations. You should also remind them to respect the time limit and the agenda of the call, and to avoid interrupting or dominating the conversation.

4 Facilitate the interaction

As the host or leader of the conference call, you should also facilitate the interaction among the participants, especially if they are not familiar with each other or the topic. You should start the call by welcoming everyone, reviewing the agenda and objectives, and setting the tone and expectations. You should also moderate the discussion by asking questions, soliciting feedback, summarizing points, and resolving conflicts. You should also acknowledge and appreciate the contributions of the participants, and end the call by thanking them, reviewing the action items, and following up with an email.

5 Handle the challenges

Despite your best efforts, you may encounter some challenges or difficulties during your conference call, such as technical issues, misunderstandings, or disagreements. To handle these situations, you should remain calm, patient, and flexible. You should also communicate clearly and effectively, and seek solutions rather than blame. You should also apologize for any inconvenience or mistake, and offer assistance or support if needed. You should also learn from your experience and seek feedback to improve your conference call skills.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?