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Casual Articles - Improving Conference Calls
Contemplating taking an existing or new product / service into a new market? A systematic analysis of 14 critical market segment attributes should be considered before any additional company resources are applied to any new market pursuit.Sometimes it is obvious that entering a new market is a “no brainer” or it is perceived as the “right thing to do” because a competitor has taken the plunge or a handful of existing product or service users, within that market segment, are asking for your market participation.Taking on a new market is an integrative decision process, cutting across a broad number of competitive issues, internal company functions and various targeted organizational entities. A decision of this magnitude should not be taken lightly because of the overall affect it can have on the total direction of your company and prudent use of limited resources. The cost of making a wrong decision here can be significant both in actual capital outlays and the opportunity costs realized of NOT pursuing another, “better” market alternative.In Al Ries and Jack Trout’s, “The 22 Immutable Laws of Marketing”, being FIRST in a new market is everything, first is best! Sometimes deciding to venture into a new market segment just beca
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference c
Prevent workplace accidents with proper employee training. Because of the chemicals and equipment that are a part of a cleaning company's daily routine, employers should take added precautions and safety measures. Make sure your employees are aware of your company's policies and procedures.Following are some basic guidelines that should be covered as part of your safety training program: Make sure your employees know how to use a piece of equipment before taking it on a job site. Equipment should only be used for its intended purpose. Employees should always put out caution signs before mopping, waxing or doing other floor maintenance. They should never use equipment such as mops or brooms to block or detour a walkway. They should only use the proper warning devices. Tell employees how to lift properly. Always lift by using the legs, and not by bending over, using the back. In addition, twisting or turning while lifting can seriously injure the back. Employees should always check electric cords on cleaning equipment before plugging in the item. They should not use the equipment if the cord is frayed or the prongs are bent or broken. Employees should never yank electric cords out of outlets.
ESTABLISH EXPECTATIONS UP FRONT
If you are the moderator scheduling the conference call, send out a list in advance with pertinent information. This information should contain the Purpose of the call, dial number with PIN code if necessary, the moderator, the start time, the end time, list of participants and specific agenda items. Attached relevant documents to email invitations for the conference call so the participants can prepare in advance. If documents are required from other participants to review on the call, make sure that these are coordinated and completed in advance. The more prepared you are for the call, the productive the time can be and the better able that you will be to stay on schedule.
PURPOSE
List the purpose or topic of the call clearly and succinctly. This should be the goal or objective of the call. Typically a conference call should be limited to one or two specific goals. This enables you to keep the conference call focused and succinct.
In some cases it may be more difficult to keep a conference call focused on a specific topic. For example, when reviewing the schedule for a large project there may be multiple topics that are relevant to time milestones in the project. If this is the case, keep the call focused on specific milestones that are due or relative to the point in the schedule.
Sometimes conference calls are used to gather information from many people in the field. These group calls can be effective if the purpose is for a moderator or manager to disperse information to several people simultaneously. However, if the call is used to gather information from several different individuals as a weekly update to management, is it really an effective use of time for anyone other than the manager? Is it really a good use of time to interrupt the schedules of many people to conduct a social town hall discussion in which each person waits in silent anticipation for peers to give a weekly update? Consider how much more effective it would be to obtain a written weekly report in lieu of a conference call. A written report can be read at convenience, creates a reference document for discussion if necessary, and enables the manager to work with priority or confidential communications in an appropriate manner. If you are already using both weekly reports and conference calls, then it is time to do some soul searching to determine if any of the communication is being treated with value or if it has just become a meaningless routine.
DIAL IN and PIN NUMBER
Always include the conference call Dial In Number and PIN Number on the invitation and any scheduled reminders. Make it easy to find the number. It can be a distraction to have people dial into the conference call late because they could not find the phone number.
MODERATOR
Every conference call should have one identified and assigned moderator. If there is a group of peers, it may be appropriate to rotate the role of moderator from time to time with repeating calls, Typically, the individual creating the invitation is the moderator. The moderator is responsible for making sure that the call starts and stops on time. The moderator is responsible for keeping the call on track and gently guiding individuals back on track in the event that conversation begins to run away on a tangent. The moderator may also be responsible for controlling emotional responses or maintaining a professional level of courteous communications. It may be necessary to encourage some individuals to participate, or discourage some individuals who may have a tendency to filibuster. It is the responsibility of the moderator to keep the call on schedule and focused on the purpose of the call.
It is the role of the moderator to reduce or eliminate distractions or interruptions. It is the role of the participants to remain quiet and respectful unless there is something useful and relevant to add to the conversation. Distractions may sometimes appear as opinions, jokes, anecdotes or personal stories that contribute very little to the progress of the conversation. It is the responsibility of the moderator to control the call and keep it focused.
START TIME and END TIME
Schedule the call to start five minutes past the hour. Most calls are scheduled to start precisely on the hour and the first five minutes of the call are wasted while waiting for some individuals to dial into the call. Sometimes it is difficult to start on the hour because a previous call or meeting may be ending precisely on the hour. Schedule your call to start five minutes past the hour and start precisely at the scheduled time. If you always start at the scheduled time, you will develop a reputation for being precise and the participants will plan accordingly. If you always start late or consistently spend the first five minutes waiting for participants to join the call, then the other participants will become accustomed to this delay. Schedule the call to start five minutes past the hour and start the call on time every time.
Schedule a precise End Time for the call and stick to it. Develop a reputation for ending your calls on time. It will create a sense of urgency and a rhythm for the conference calls as people realize that the purpose of the call must be met in a designated amount of time. It will enable the participants to schedule other activities after the call with confidence. It will keep the call focused. Complete the call with a summary of highlights and action items. If there are follow-up items, or if additional time is required, schedule the next phone call and use the summary highlights and action items as the agenda for the next conference call. Every action item should have name or names of associated owners to complete, or there is no purpose for the list of action items.
ROLL CALL
Conduct a time check near the end of the call and reserve the last few minutes for summary wrap-up and roll call. What, roll call at the end of the call? Yes, do your roll call at the end of the call, not at the beginning. It is inevitable that some individuals may join the call late. Avoid the temptation to wait for participants to join or to introduce distractions and interruptions by late arrivals. Start the call on time and get right to the purpose of the call. Conduct your roll call at the end when everyone has had a chance to join.
YOUR NEXT CALL
Example: Schedule a conference call to start five minutes past the hour and start precisely on time. Schedule the call for 40 minutes, unlike most calls that are scheduled for one hour. The shorter period of time and specific start and stop times will get the attention of the participants. There will be a sense of urgency since the call will not consume an entire hour, regardless of the topic. Do a time check at 30 minutes into the call, reminding participants that the call will have a hard stop at 40 minutes. At 35 minutes begin the wrap-up of the call, restate the highlights or commitments and use this to establish the agenda for the next call. Finish your call with a roll call of attendees and terminate the call at 40 minutes as planned. If you this consistently, the other participants will prepare appropriately in advance of the call for the fast paced rhythm of the call and focus on purpose. Side conversations and distractions will diminish, participants will be timely, and everyone will benefit from better use of time.
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference ca
Owning my own business has taught me many things about myself. I’ve learned that I can make wise business decisions, I can manage the accounts and taxes for my company, and I can type with one hand while holding a sleeping 6 month old. All of these things have helped me develop into a much more confidant person. My business has also given me the freedom to test my limits and see what I can accomplish.Running a home-based business has become a large part of my identity. Not in a selfish, “See what I can do!” way, but in a positive sense. It has given me the confidence to know that I accomplish things that I never thought possible. Before I was a work-at-home mom, I wanted to be able to be at home with my children, but I also felt that I needed more. I needed something for me alone that would make me feel strong and confident. I also needed the opportunity to keep in touch with others to avoid the isolation that often accompanies stay-at-home moms.There are three key areas in my life that I believe my home-based business has helped me develop:PassionWhen I began my website it truly was something for ME. I wanted to compile work at home information all in one spot so that I could find the perfect opportunity that would allow me to stay
DIAL IN and PIN NUMBER
Always include the conference call Dial In Number and PIN Number on the invitation and any scheduled reminders. Make it easy to find the number. It can be a distraction to have people dial into the conference call late because they could not find the phone number.
MODERATOR
Every conference call should have one identified and assigned moderator. If there is a group of peers, it may be appropriate to rotate the role of moderator from time to time with repeating calls, Typically, the individual creating the invitation is the moderator. The moderator is responsible for making sure that the call starts and stops on time. The moderator is responsible for keeping the call on track and gently guiding individuals back on track in the event that conversation begins to run away on a tangent. The moderator may also be responsible for controlling emotional responses or maintaining a professional level of courteous communications. It may be necessary to encourage some individuals to participate, or discourage some individuals who may have a tendency to filibuster. It is the responsibility of the moderator to keep the call on schedule and focused on the purpose of the call.
It is the role of the moderator to reduce or eliminate distractions or interruptions. It is the role of the participants to remain quiet and respectful unless there is something useful and relevant to add to the conversation. Distractions may sometimes appear as opinions, jokes, anecdotes or personal stories that contribute very little to the progress of the conversation. It is the responsibility of the moderator to control the call and keep it focused.
START TIME and END TIME
Schedule the call to start five minutes past the hour. Most calls are scheduled to start precisely on the hour and the first five minutes of the call are wasted while waiting for some individuals to dial into the call. Sometimes it is difficult to start on the hour because a previous call or meeting may be ending precisely on the hour. Schedule your call to start five minutes past the hour and start precisely at the scheduled time. If you always start at the scheduled time, you will develop a reputation for being precise and the participants will plan accordingly. If you always start late or consistently spend the first five minutes waiting for participants to join the call, then the other participants will become accustomed to this delay. Schedule the call to start five minutes past the hour and start the call on time every time.
Schedule a precise End Time for the call and stick to it. Develop a reputation for ending your calls on time. It will create a sense of urgency and a rhythm for the conference calls as people realize that the purpose of the call must be met in a designated amount of time. It will enable the participants to schedule other activities after the call with confidence. It will keep the call focused. Complete the call with a summary of highlights and action items. If there are follow-up items, or if additional time is required, schedule the next phone call and use the summary highlights and action items as the agenda for the next conference call. Every action item should have name or names of associated owners to complete, or there is no purpose for the list of action items.
ROLL CALL
Conduct a time check near the end of the call and reserve the last few minutes for summary wrap-up and roll call. What, roll call at the end of the call? Yes, do your roll call at the end of the call, not at the beginning. It is inevitable that some individuals may join the call late. Avoid the temptation to wait for participants to join or to introduce distractions and interruptions by late arrivals. Start the call on time and get right to the purpose of the call. Conduct your roll call at the end when everyone has had a chance to join.
YOUR NEXT CALL
Example: Schedule a conference call to start five minutes past the hour and start precisely on time. Schedule the call for 40 minutes, unlike most calls that are scheduled for one hour. The shorter period of time and specific start and stop times will get the attention of the participants. There will be a sense of urgency since the call will not consume an entire hour, regardless of the topic. Do a time check at 30 minutes into the call, reminding participants that the call will have a hard stop at 40 minutes. At 35 minutes begin the wrap-up of the call, restate the highlights or commitments and use this to establish the agenda for the next call. Finish your call with a roll call of attendees and terminate the call at 40 minutes as planned. If you this consistently, the other participants will prepare appropriately in advance of the call for the fast paced rhythm of the call and focus on purpose. Side conversations and distractions will diminish, participants will be timely, and everyone will benefit from better use of time.
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference c
Freight brokers search for shippers who need to transport their cargo from point A to point B. The broker then searches for a truck to move the cargo. The freight broker, then, puts the two together and acts as a middle-man, collecting a commission for his or her matching-making skills.There are a multitude of details and procedures that freight brokers follow. These procedures and details involve a great deal of coordination with both the shipper and the carrier.Here are 7 tips that will help a freight broker manage and coordinate their freight broker duties.1. Understand the needs and desires of both shippers and motor carriers.One of the biggest items of importance for shippers is “cost”. Big companies employ entire logistics departments to find the most cost-effective route and method to move their cargo. Some large shippers use their own trucks; some use freight brokers; and some allow their customer to arrange for the transportation. Smaller shippers rely more upon freight brokers to move their cargo. But both large and small shippers have “cost” at the top, or close to the top, of their priorities.Carriers also place a priority on “cost”. The current situation with high fuel costs and other high operating
It is the role of the moderator to reduce or eliminate distractions or interruptions. It is the role of the participants to remain quiet and respectful unless there is something useful and relevant to add to the conversation. Distractions may sometimes appear as opinions, jokes, anecdotes or personal stories that contribute very little to the progress of the conversation. It is the responsibility of the moderator to control the call and keep it focused.
START TIME and END TIME
Schedule the call to start five minutes past the hour. Most calls are scheduled to start precisely on the hour and the first five minutes of the call are wasted while waiting for some individuals to dial into the call. Sometimes it is difficult to start on the hour because a previous call or meeting may be ending precisely on the hour. Schedule your call to start five minutes past the hour and start precisely at the scheduled time. If you always start at the scheduled time, you will develop a reputation for being precise and the participants will plan accordingly. If you always start late or consistently spend the first five minutes waiting for participants to join the call, then the other participants will become accustomed to this delay. Schedule the call to start five minutes past the hour and start the call on time every time.
Schedule a precise End Time for the call and stick to it. Develop a reputation for ending your calls on time. It will create a sense of urgency and a rhythm for the conference calls as people realize that the purpose of the call must be met in a designated amount of time. It will enable the participants to schedule other activities after the call with confidence. It will keep the call focused. Complete the call with a summary of highlights and action items. If there are follow-up items, or if additional time is required, schedule the next phone call and use the summary highlights and action items as the agenda for the next conference call. Every action item should have name or names of associated owners to complete, or there is no purpose for the list of action items.
ROLL CALL
Conduct a time check near the end of the call and reserve the last few minutes for summary wrap-up and roll call. What, roll call at the end of the call? Yes, do your roll call at the end of the call, not at the beginning. It is inevitable that some individuals may join the call late. Avoid the temptation to wait for participants to join or to introduce distractions and interruptions by late arrivals. Start the call on time and get right to the purpose of the call. Conduct your roll call at the end when everyone has had a chance to join.
YOUR NEXT CALL
Example: Schedule a conference call to start five minutes past the hour and start precisely on time. Schedule the call for 40 minutes, unlike most calls that are scheduled for one hour. The shorter period of time and specific start and stop times will get the attention of the participants. There will be a sense of urgency since the call will not consume an entire hour, regardless of the topic. Do a time check at 30 minutes into the call, reminding participants that the call will have a hard stop at 40 minutes. At 35 minutes begin the wrap-up of the call, restate the highlights or commitments and use this to establish the agenda for the next call. Finish your call with a roll call of attendees and terminate the call at 40 minutes as planned. If you this consistently, the other participants will prepare appropriately in advance of the call for the fast paced rhythm of the call and focus on purpose. Side conversations and distractions will diminish, participants will be timely, and everyone will benefit from better use of time.
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference c
Many individuals decide that a selling career is right for them. They recognize the wonderful benefits that they can enjoy. Unfortunately, many begin their career by making a critical mistake. The good news is that it is an easy one to avoid.Selling masters have numerous common traits. Not surprisingly, among those traits is 'passion'. Their passion is evident in most of what they choose to do. Usually, they are most passionate about what they are selling.Masters never sell something that they don't believe in themselves. The reason should be self evident, because being passionate about something will create enthusiasm that will be visible to their prospects. We know that enthusiasm is contagious and can pleasantly motivate the buyer to take decisive and positive action.When the salesperson fails to project enthusiasm you can most certainly be assured that your prospect will notice. If you are genuinely unhappy with the workplace that you are associated with, your prospect will pick up on this as well.Your earning potential will often be a major consideration when choosing a product or service to represent, and while this is important, your overall level of success and your personal caree
ROLL CALL
Conduct a time check near the end of the call and reserve the last few minutes for summary wrap-up and roll call. What, roll call at the end of the call? Yes, do your roll call at the end of the call, not at the beginning. It is inevitable that some individuals may join the call late. Avoid the temptation to wait for participants to join or to introduce distractions and interruptions by late arrivals. Start the call on time and get right to the purpose of the call. Conduct your roll call at the end when everyone has had a chance to join.
YOUR NEXT CALL
Example: Schedule a conference call to start five minutes past the hour and start precisely on time. Schedule the call for 40 minutes, unlike most calls that are scheduled for one hour. The shorter period of time and specific start and stop times will get the attention of the participants. There will be a sense of urgency since the call will not consume an entire hour, regardless of the topic. Do a time check at 30 minutes into the call, reminding participants that the call will have a hard stop at 40 minutes. At 35 minutes begin the wrap-up of the call, restate the highlights or commitments and use this to establish the agenda for the next call. Finish your call with a roll call of attendees and terminate the call at 40 minutes as planned. If you this consistently, the other participants will prepare appropriately in advance of the call for the fast paced rhythm of the call and focus on purpose. Side conversations and distractions will diminish, participants will be timely, and everyone will benefit from better use of time.
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference c
This information, excerpted from the book, "Understanding Small Business", to be published in the fall 2005, is used by SCORE in business counseling. For details contact your own banker.At some point every business must borrow money. Prepare yourself before you meet with prospective lenders and understand what lenders are looking for.The size of the investment. One major question is "How much"? Bankers consider some industries riskier than others and require more equity or collateral. The borrowers credit strength, quality of the business plan and a demonstrated ability to service debt from cash are important. Expect to provide equity of 25% to 33%Collateral on a liquidated basis often more than the face amount of the loan may be required. Borrowers may need to pledge personal assets, and provide personal guarantees. Certain assets such as homesteads, and retirement accounts may not be pledged. Owner's Credit history and credit score and explanations of any negative items are necessary.Ability to Service Debt must be demonstrated by cash flow. Allowances must be made for adjustable rate loans. Owner's draw must be recognized and be consistent with a personal budget.Sufficient Capital and Owner's equity investments demonstrated b
INVITATION
The following is an example of a format that can be used for conference call invitations. It is designed to establish the expectations and character of the conference call. Apply structure to your conference calls and earn a reputation for consistent focused punctuality. That is a good reputation to have if you want to have more productive conference calls and more time back to yourself.
Conference Call Purpose: ______________________________
Dial In Number: ____________________ PIN: ____________________
Moderator: ______________________________
Start Time: __(Example: 10:05 AM)__________ End Time: __(Example: 10:45 AM)__________
Participants: ___(Name)___________________________
___(Name)___________________________
___(Name)___________________________
Agenda Topics: ___(First Priority)___________________________
___(Second Priority)_________________________
___(Third Priority)___________________________
* This call will start precisely at the Start Time and end at the designated time. Please be on time. There will be a roll call at the end of the conference call, so it will not be necessary to announce yourself if you dial in late. The last five minutes of the call will be reserved for summary wrap-up and assignment of action items for the next scheduled call if necessary. Please prepare or review any relevant materials prior to the call. In the event that the agenda items are not fully covered in the allotted time for this conference call, another call will be scheduled. Thank you for your cooperation. Let's get ready for productive and focused communication.
______________________________________________________
Words of Wisdom
"A conference is a gathering of important people who singly can do nothing, but together can decide that nothing can be done." - Fred Allen
"The ability to focus attention on important things is a defining characteristic of intelligence." - Robert J. Shiller
"Energy is the essence of life. Every day you decide how you're going to use it by knowing what you want and what it takes to reach that goal, and by maintaining focus." - Oprah Winfrey
______________________________________________________
About the Author:
John Mehrmann is a freelance writer and President of Executive Blueprints Inc., an organization devoted to improving business practices and developing human capital
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