This YouTube clip from Tripp & Tyler is a humorous take on the frustrating reality of conference calls. What can we do to remove some of the biggest annoyances (until technology solves for some of them)?
As the host, if you want to create an exchange of information and ideas, limit the number of people. You’re better served holding a series of consecutive meetings on the same topic with smaller groups. Ask each person to lead a segment or topic as a way to increase participation. Then update all participants on the outcome (answering the “why” to address topics that lacked consensus).
Fewer people = greater participation = better discussion.
If the purpose of the call is to convey information from one person to many, mute the lines and disable the “enter/exit” chimes. (In fact, if you have more than 4 participants, you might want to do that anyway). Better yet, if a one:many format, consider using video email. In both cases, have a plan to follow-up with your audience to figure out what resonated and what remains unclear, using online polls or asking a colleague who sits in closer proximity to get feedback.
Befriend your IT team. If these drop-offs and echoes are the norm for your calls, invite them to participate on the call. Too often we go to IT after the fact and its hard to replicate just how awful/awkward the technical glitches are if you’re not experiencing them as they occur.
Finally. Create and use your checklists. Make sure you’ve conveyed the log-in, plug-in instructions, sent background materials and confirmed time (allowing for those pesky time zones). As a participant, make sure you have treats or another response plan for Fido (!)
If anyone has a video or conference call platform that they would recommend, or other ideas as to how we can avoid the fate of our YouTube actors, chime in. . .!
