Business owners and employee managers today understand that their teams work better and stay more productive when good communication practices are followed. One of the keys to good, clear communication, though, is ensuring every voice is heard and that each member of the team has ample opportunity to speak up.

There is no better example of this than when teams are meeting, either in person or via conference call. The best meetings and conference calls are those in which everyone who is participating feels as though they have the opportunity to make their voice heard.

But not everyone excels in these settings. Speaking up can be difficult, especially for employees who might be shy or introverts. Still, their opinions and participation should be valued.

These six tips can help call hosts and leaders encourage and increase participation from everyone on the call – even those who may be more reserved.

1. Help introverted people feel better prepared

Some people excel in a meeting or conference call setting with more ease than others. Typically, extroverts are ready to jump right into a conversation even if they don’t have a lot of information ahead of time.

However, introverts often react in a manner directly opposite to this. They do better with knowing before any meeting what is going to be discussed and having a chance to sit with relevant data and information before they speak up.

So, be sure that you are being fair to any introverts on your team by sending out a conference call agenda in advance. Also, let everyone on the call know why they are being asked to join. This, too, can help an introverted person better prepare and come to the meeting with input or feedback ready to share.

You should also share important data that will be discussed and send questions that may be asked to those who are calling in.

2. Encourage people to speak by addressing them directly

Call hosts can also get more participation by addressing people on the line directly and asking them specific questions. This is another common practice for giving introverts the floor, but it works with anyone no matter their communication preferences or style.

When asking people in a direct manner, though, it is important to set up your question in a way that suggests how much you value their input on the matter. Think of it as though you are inviting them to speak. This helps them not feel like they are being put on the spot.

For example, you could tell the person that you value their opinion and want to know if they think any detail has not been considered or that you simply want to hear their opinion.

3. Focus on team accountability

If more participation is your goal, then accountability needs to be a feature of every meeting and team conference call. People take their own preparation more seriously if they know that they are going to be held accountable during group discussions.

One of the most useful ways to approach accountability during conference calls is to ask for status updates and goal progress from individuals on the call. Include these updates on the agenda that you prepare for the call so as not to catch anyone by surprise.

4. Help build everyone’s confidence

Call leaders have a key role to play in building confidence and fostering a positive environment – even when that environment is virtual or over the phone.

Help build the confidence of everyone on the call by helping foster discussions that lead to better morale and cohesion among the team. One tip and useful icebreaker to kick off a meeting is to ask everyone to share why they love what they do. This can help everyone build a better sense of purpose.

Call hosts and team managers should also point out individual and team successes as often as possible. Congratulate people on the call for completing projects and meeting or exceeding goals. Of course, it’s also helpful to note birthdays and work anniversaries.

Each of these can help everyone feel a part of a stronger team. That will lead to more confidence and a likely increase in participation on calls.

5. Call hosts shouldn’t speak too much

If increased participation is the goal, then call hosts should be careful not to speak too much and take away valuable time for two-way conversation and discussion.

This applies to everyone on the call, truly, not just the host. Dialogue can dry up very quickly if one person is speaking too much. Participants may become less engaged and lose focus.

As a call host, the best way to view your role is as a facilitator. Provide enough input and feedback as needed, but your main objective is to steer the conversation and keep everyone on track. Others should be talking just as much if not more than you.

For other call participants, it’s important to learn the art of speaking up, having your voice heard, but then offering the floor to others. Don’t suppress any input, but know when your input has been heard and recognized.

6. Train everyone on conference call etiquette

The best conference calls are those where everyone plays by and follows the same rules. Proper conference call etiquette can truly make or break the call experience.

Ensure that everyone who is joining the call has been trained on these common etiquette tips:

• Callers should join on time.
• Audio should be muted for everyone except speakers.
• Don’t multitask during the call.
• Don’t interrupt speakers.

Don’t just settle for free, expect the best

Better conference calls start with better participation. But using the best free conferencing provider can also improve a business’s conference calls.

With Conference Town, businesses and organizations of every size can host as many calls as they want – as often as they want – for free. Plus, there are many features also included at no cost.

To get started, sign up for a free account or start an instant conference call right now.