If you have ever led a meeting before, you know how crucial it is to have a good agenda. Going into a meeting with a well-planned out agenda will greatly improve the quality of it. It will help you waste less time, be able to make more decisions, and have people better understand what is going to be talked about during the meeting. This same concept applies to teleconferences as well. Planning and creating an agenda for a conference call is basically the same as making one for a typical meeting. That is why we are going to go over how to make an agenda to ensure you have the best teleconference possible, or else you may miss out on conducting an efficient meeting that is easy to follow and understand.
What to include in your conference call agenda
A conference call agenda is pretty similar to a typical meeting agenda, with just a few differences between them.
When creating a conference call agenda, you need to first list the date and time of when the call is going to take place (just like a normal meeting). You also want to include how long the meeting is planned to take. This way people know how much time they will need to block off for this meeting and can plan around it.
Another thing that you want to include in your agenda is who is expected to be on the call. Identify who the organizer is (you); the names, positions and/or titles of the other participants; as well as what department or company they are from. This helps to let people know who is on the call and better identify who is who, especially if it is a large teleconference.
One thing that is different from a typical in-person meeting agenda that you should do for your conference call agenda is include all the necessary dial-in information for the call, such as conference room codes, phone numbers, or any passwords/PINs that are needed. These details can be sent out in an email or as a calendar invite, but it never hurts to put that information down in the agenda in case someone cannot find it.
Now for the most important thing to include in you conference call agenda, the timeline of the meeting. This is basically the whole point of the agenda – to let people know when something is happening, when someone talking about a certain topic, and how long it will take. All you need to do is organize and list out who is speaking when and in what order, as well as how long they have to speak. This helps keep the meeting running smoothly and everyone on track. Without an agenda, your meetings will likely be more disorganized which can lead to unproductive calls and waste people's time, which is the last thing you want to do. So, make sure you come prepared with an itemized agenda.
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