Optimizing a voice group call can be as simple as having a clear agenda or as complex as managing a multitude of participants. Here are some strategies to make sure your next group call isn't just a tick-the-box exercise but a productive and engaging experience.
Set a Clear Agenda
Before the call, share an agenda with all participants. This not only sets expectations but also ensures everyone is on the same page. Mention the topics to be discussed, the objectives, and who will lead each segment. This way, participants can come prepared and actively contribute.
Choose the Right Time
Timing is crucial. Try to find a time that works for everyone, considering different time zones if participants are global. Early morning or late afternoon can be challenging times for many, so aim for mid-morning or mid-afternoon, when most people are generally more alert.
Limit the Number of Participants
Group calls with too many participants can feel overwhelming and chaotic. Aim for a manageable number, usually 5-10 people, to ensure everyone has a chance to speak. If the call is large, consider breaking into smaller groups or rotating who can participate in discussions.
Assign Roles
- Facilitator: This person leads the discussion, keeps everyone on track, and ensures the call runs smoothly.
- Timekeeper: Responsible for managing the time, ensuring that each topic is given appropriate attention.
- Notetaker: Takes notes during the call, which can be shared with all participants afterward. This helps in maintaining accountability and providing a reference point for future discussions.
Encourage Participation
Everyone loves to feel heard. Make sure the call is designed to include everyone, not just a few dominant voices. Encourage quieter members to participate by asking specific questions or assigning them roles. This can create a more inclusive environment and ensure that all perspectives are considered.
Use Technology Wisely
Leverage technology to enhance the call experience. Features like screen sharing, breakout rooms, and chat functions can make the call more interactive and engaging. Consider using platforms that support these features to keep the call dynamic.
Keep it Focused
Drifts from the main topic can quickly turn a group call into a waste of time. Set ground rules to stay on track. Remind participants periodically of the goals and the time remaining. If a discussion strays, kindly steer it back to the agenda.
Follow Up
After the call, share a summary of the discussion, including action items and who is responsible for each task. This helps in maintaining accountability and ensures everyone knows what's expected of them. A follow-up email or message can serve as a gentle reminder and a way to reinforce the importance of the call.
Be Respectful
Respect everyone's time and contributions. Avoid multitasking during the call, which can be very distracting and disrespectful. If someone is sharing, give them your full attention. This fosters a positive environment and encourages active participation.
By following these strategies, you can make your voice group calls not only productive but also engaging and enjoyable for all participants. Remember, the goal is to achieve maximum impact through effective communication.
