When done correctly, audio conferencing can save you massive amounts of money and time related to business travel. As a result, our customers are always looking for ways to improve their audio conference calls. Thankfully there are a number of simple tips and tricks to follow that will help make your audio conferences as effective and productive as possible, and we’ve put them in an easy-to-follow list below:

Prior to your audio conference call:

• Organization is essential, don’t risk losing your attendee’s interest by rummaging through paperwork during the call, make sure you have everything you need prepared and on-hand
• Notify your attendees of the time and date the audio conference call will take place, occasionally providers (such as InterCall) offer Outlook integration to make this step even easier
• Send your agenda to your attendees and communicate any paperwork or other items you need for them to prepare for you
• For larger audio conferences consult with your meeting operator to discuss entry options for your attendees, such as on-hold music, personalized entrance greetings, etc.

At the start of your audio conference call

• Select an audio conference area in a quiet location to minimize background noise and other disturbances
• Turn off all cell phones and other devices that are not necessary for your conference call
• Begin your conference call a few minutes early to ensure a prompt start
• Keep a list of phone commands on-hand so you can easily employ your provided audio conference features properly
• Conduct a roll call to get a headcount of all attendees
• Go over your conference agenda and goals with your attendees
• If you choose to record your meeting, make sure to inform your attendees beforehand

During your audio conference call

• Before you begin speaking, announce your name so your attendees can keep track of who is speaking, and encourage them to do the same
• Ask for feedback from specific attendees as opposed to your entire group – your chances of receiving a response will be greater (and lessen the chance of silence while everyone waits for someone else to respond)
• Keep your meeting agenda on-hand to stay on track and minimize the chance of going off-track
• Encourage participation from all attendees
• Eliminate background noise disruptions by placing noisy attendees on mute while you speak or ask for operator assistance
• Before ending your call, recap what was discussed and summarize the issues with attendees
• If you already have it scheduled, inform your attendees of the next audio conference call