How can you be a great moderator for conference calls?

1 Plan ahead

Before the conference call, you should prepare an agenda that outlines the purpose, objectives, topics, and timeframe of the call. You should also invite the right participants, inform them of the agenda and the expectations, and provide them with the necessary details, such as the dial-in number, the access code, and any relevant documents. Planning ahead will help you avoid confusion, delays, and interruptions during the call.

2 Set the tone

At the start of the conference call, you should introduce yourself, welcome the participants, and state the main goal of the call. You should also establish some ground rules, such as asking everyone to mute their phones when not speaking, to identify themselves before speaking, and to respect the time limit. Setting the tone will help you create a positive and professional atmosphere for the call.

3 Facilitate the discussion

During the conference call, you should act as a facilitator, not a dictator. You should guide the discussion according to the agenda, encourage participation, ask questions, clarify points, summarize key points, and resolve conflicts. You should also monitor the time, keep track of the action items, and handle any technical issues that may arise. Facilitating the discussion will help you ensure that the call is productive, collaborative, and respectful.

4 Engage the participants

One of the biggest challenges of conference calls is keeping everyone engaged and attentive. As a moderator, you should use various techniques to prevent boredom, distraction, and confusion among the participants. For example, you can use their names, ask for their opinions, acknowledge their contributions, use humor, and vary your tone and pace. Engaging the participants will help you maintain their interest, involvement, and motivation.

5 Wrap up the call

At the end of the conference call, you should thank the participants for their time and input, review the main outcomes and action items, and confirm the next steps and deadlines. You should also ask for feedback, suggestions, or questions, and address any remaining issues or concerns. Wrapping up the call will help you close the call on a positive note, reinforce the key messages, and ensure accountability and follow-up.

6 Follow up after the call

After the conference call, you should send a summary or a transcript of the call to the participants, along with any relevant documents or resources. You should also follow up with any action items or tasks that you or others agreed to do, and check on their progress and completion. Following up after the call will help you demonstrate your professionalism, commitment, and leadership.

7 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?