Good communication is essential for businesses and organizations that wish to build stronger teams, make operations more efficient and achieve their overall goals.

In short, good communication is one of the basic elements of any successful business. Over the past year, though, the communication skills of every individual and team have been challenged. Thanks to the global pandemic and the emerging prominence of telework, many businesses and organizations have needed to act quickly to adopt new tools, including reliable conferencing solutions.

One could argue that because of this, conference calls are now even more vital to the day-to-day operations of companies of all sizes if they want to ensure good communication practices are maintained. That’s why knowledge of how to lead efficient and effective conference calls is critical.

Wasted time: One of the major complaints regarding conference calls

Ineffective and inefficient conference calls lead to poorer communication. These calls also lead to one of the most common complaints against conference calls: they last too long and they take valuable time away from other tasks that need to be completed.

Wasted time is a real problem for hosts who do not know how to manage productive conference calls. There are many pitfalls to avoid, too, if you and your team need to waste as little time as possible.

For example, one of the most common of these pitfalls is getting the actual meeting started. Try not to spend more than a few minutes at the beginning with introductions. Small talk before the call beings, though sometimes valuable for building morale among coworkers and colleagues, should also be kept to a minimum.

Another reason time gets wasted on conference calls is that hosts and participants sometimes do not know how to operate the technology they are using to make the call. This can be avoided by being sure to train people on how to use the conferencing service and any equipment they will need and also by providing clear instructions for how to join the call.

How much time should a conference call take?

The ideal conference call should focus on being as effective as possible in as small of a time frame as possible. This prevents call participants from believing their valuable time is being wasted.

Now, that doesn’t mean call participants should rush through presentations – and certainly never squash helpful conversions or stifle new ideas – but it does mean that there’s a definite window the length of the call should fit within.

For most calls, 45 minutes is the best length. This should be enough time to address pertinent topics and information, while also keeping the meeting to a manageable length.

However, some meetings may simply need more time. This is OK, but call hosts should be aware of the need for people to take a break to recharge or take care of other business matters. Once again, though, that 45-minute mark is a good point at which to take those breaks.

Most conference calls fall within this time range

Though we have all been part of conference calls that last far too long, the good news is that most conference calls generally fall within this 45-minute window. In fact, one survey found that the average conference call lasts about 38 minutes.

However, even these conference calls that find themselves within 45 minutes can fall victim to bad time management. In the same survey that found most calls last 38 minutes, it was also reported that about 13 of those minutes were wasted.

That shows that while hitting that target of 45 minutes in length may not be all that difficult, there are still plenty of opportunities for call hosts and managers to decrease the amount of time that is wasted on their conference calls.

This is where communication strategies and practices that emphasize efficiency and effectiveness prove useful.

How to structure your conference calls for maximum productivity

Making sure your team’s conference calls don’t take more than 45 minutes takes effort from both hosts and general participants.

Here are a few pointers on how you can implement better communication strategies to make sure your conference calls are as efficient and effective as possible.

Find a good spot to join the call

The first step to making sure you have a successful conference call experience is to find a quiet location that has no distractions from which to call in and participate. This tip applies to everyone on the call, hosts and participants.

The best locations are those with little other sounds, low to no foot traffic and few, if any, other sources of distraction.

By minimizing these potential distractions around you, you can devote all of your attention to what is being said on the call. Active participation from everyone will keep the call progressing and will improve the retention of information.

Stay organized and on track

Better conference calls begin with better organization. Provide everyone who is invited to join the conference call with an agenda that lays out exactly what will be discussed.

Once the meeting begins, be sure to stick to the agenda. Be mindful of how much time each topic is taking and keep the meeting on schedule to end on time.

Answer questions efficiently

Every conference call host should be prepared to answer questions from call participants. However, these Q&A sessions can take time.

So, when you are looking for the best conferencing provider, be sure you find one with a Q&A feature that lets participants submit questions to be answered. Hosts should answer on the call any questions that may affect most people, while addressing other one-off questions later via email or some other form of communicating.

Meet regularly

Nobody likes marathon meetings. To avoid these lengthier conferencing sessions that drag on far too long, make sure to meet regularly enough that call agendas don’t get bogged down with too many items that need to be discussed.

Enjoy a better conference call experience

Finally, one of the primary ways you can ensure you and your team have better conference calls is to find a conferencing service that provides a high level of audio quality and the features you need.

That is what you will find when you use Conference Town, the best free conference call service available. Sign up for a free account or start an instant call today to enjoy a better, more efficient conferencing experience.