Conference calls are an important part of many work days, particularly these days as more and more people elect to work from home for the time being.

However, too many conference calls are seen by participants as not worth their time and as actively harming their productivity. Unfortunately, this is the reality that too many people face when they join a call.

It does not have to be this way, though. There are many ways to make conference calls with your employees, coworkers and clients more efficient, effective and even enjoyable.

The first step to enjoying a better conference call experience – and likely the most crucial one – is writing and sending out better call agendas.

Why agendas are key to better conference calls

Conference calls, as with any other meeting, need structure in order to be a better experience for all participants. An agenda creates that structure.

Not only do agendas give callers a better idea of exactly when a call will begin and end, but they also provide a line by line structure of the virtual meeting. Agendas that are easy to follow allow participants to better prepare ahead of the call, follow along during the call and have a record of what topics were discussed after the call has happened.

Now, let’s dive into our tips for how to create effective agendas that will lead to a better conference call experience.

1. Start by asking what you want to accomplish during the call

Conference calls need to have a purpose. The agenda, then, should communicate that purpose.

So, when you are writing up the agenda, ask yourself what it is that you want to accomplish during the call. Is there a specific problem you want to solve? Are you looking for new ideas in a specific area? Is the purpose simply to check in on everyone’s progress?

No matter what the purpose of the call, it should be clearly laid out on the agenda so that people can call in and come prepared.

2. Include start time, estimated length of the call and call-in instructions

Don’t forget the details when you sit down to craft the agenda. Good agendas indicate clearly when the call will begin, about how long you expect the call to last and instructions for how people should join the call.

Some people skip these details and go instead with a straight bullet list of topics to discuss. However, people will want to know the details. You can save yourself the time it would take to answer questions about that important information by including the info on the agenda itself.

3. Be smart about agenda organization

Be smart and intentional when you are deciding what topics to discuss and in what order to discuss them. Obviously, you will list agenda items in the order they will be brought up, but you should be careful about where you place complicated or perhaps controversial items on the agenda.

Some people prefer to discuss the hard or more complex topics up front to get them out of the way. Others prefer handling the quicker items first, then taking on the bigger items. Both strategies have merit and truly come down to your team’s characteristics and own preferences.

There is something to be said, though, about knocking off the quick and easy agenda items first. At least that way you know how much time you have left to discuss the lengthier topics.

4. Know how much time to dedicate to each item

While we are on the subject of time, conference call organizers and hosts need to be aware of how much time each item will take and how that will affect the length of the call.

It’s important that you stick as close as possible to the time allotted. So, if you told participants that the call would take an hour and you have a few tasks that could push the call length beyond that, then consider setting any less important items off to the side for the time being. These items can still be included on the agenda as items to discuss if there is time or topics that people should still keep on their radars.

Also, do not be afraid to table an item for a future meeting if the conversation is taking longer than you had anticipated.

5. Assign speakers to each item

There should be no surprises when it comes to the agenda. This includes speaking and presentation duties.

Make sure you inform everyone about what topics they will be expected to discuss so that they can gather any information they might need and practice their presentations.

Be sure that the designated speakers are the most knowledgeable about the item you are having them lead the discussion on and that they can answer any questions that might come up.

6. Keep goals and results front and center

People need to stay on topic during conference calls. Moreover, they need to be able to keep conversations related to goals and results. This is key to holding a call that is worth everyone’s time.

When creating the agenda, be aware of what business goals each item may address and be clear about desired results from any action items.

7. Send the agenda to participants

Now that you have written an effective agenda for the upcoming conference call, it is time to send the document to everyone who has been invited to participate.

This should be done with enough time in advance for people to prepare and get their questions about the call answered. Don’t send out the agenda the night before – that’s too late of notice. Ideally, you should send the agenda to participants at least a couple of days ahead of the call.

Use a better free conference call service

Once your agenda is set, it’s time to hold the conference call. Consider making this experience even better for participants by using a free conference call service that delivers high-end features without the hefty price tag.

With Conference Town, you can participate in calls that you will actually enjoy. Sign up for a free account or start an instant call now to try it out.