Sometimes, flexibility is best. This is true in many business settings, including meetings and conference calls.

Here at Conference Town, we are proponents of structured conference calls and meetings that include agendas. Agendas allow everyone on the phone to stay on the same page, too. When well-written agendas are sent out, nobody is left out of the loop on what will be discussed, what is expected of them during a call and whether or not they will need to prepare to speak.

Not every meeting or conference call needs an agenda packed full of every conceivable detail to be effective, though. On a similar note, not all calls or meetings need to be operated within rigid time constraints – although it’s always a good idea not to waste anybody’s valuable time.

One way to operate smoother, more productive conference calls is to make sure you simplify your team’s calls. Another way, though, is to give the flexible meeting agenda method a try.

The purpose of agendas

As with any type of agenda, a conference call agenda has a couple primary purposes.

The first and most important purpose is to let everyone involved know what topics the discussion will focus on. Agendas break up different discussion topics into items. It’s an outline of all those topics.

The second-most important purpose of agendas, at least from where we stand, is to keep everyone on track. When discussions stay on track, meetings and calls are more productive. That leads to less time spent on the phone and more time spent focused on work.

Another critical role served by agendas is that it gives participants the opportunity to prepare for the meeting or call. This is valuable for both speakers and listeners, as it gives them a chance to get up to speed on the discussion topics.

What’s a flexible meeting agenda?

Also known as an informal agenda, a flexible agenda borrows its core idea from flexible meetings. Whereas many meeting agendas are typically very detailed, flexible agendas may list agenda topic items and a few subheadings to give a general idea of where the discussion may be headed.

Flexible meeting agenda will still list all the common, pertinent information: host, date, time and instructions for where, when and how to participate.

But that’s where the differences start to show. Aside from a leaner look, flexible meeting agendas are meant to allow for more organic discussions. In fact, it may be the participants who find themselves setting the direction of the conversation and not the host in these types of meetings or calls.

How to set an agenda

Before we dive into these new tips for creating a more flexible agenda and conference call, let’s review some of the basics of setting an agenda that will lead to a more productive, successful call.

Define the purpose of the call

First things first, nobody should have to wonder what the conference call is about. That’s the idea of having an agenda, right? But a good manager knows that crystal clear communication is always a best practice.

So, make sure the purpose of the conference call is clearly defined within the agenda itself. Even if this is a standing conference call that occurs at the same time and brings together the same people, have the purpose – or goal, if you will – of the call written plainly for all to see right on the agenda document.

Set start and end times for the call

A good conference call agenda includes start and end times for the call. By starting and ending on time, you can boost your team’s morale and allow them to return to work much sooner. This helps them feel – and be – more productive by letting them do the jobs you’ve entrusted them to do instead of twiddling their thumbs while on the phone.

Call hosts who prepare more traditional, more detailed agendas may also indicate how much time each item on the agenda is expected to take, as well as who will be asked to lead the discussion. This is one area where flexible agendas differ from their more structured counterparts.

How to make that agenda more flexible

The first step any facilitator should take when trying to take a more flexible approach to their conference call agenda is to begin the call by asking whether any team members have any other topics that must be discussed or considered by the group that currently are not on the agenda. If there are, then make sure to gauge with all other participants whether they should be placed on the agenda.

This is where hosts must be prepared to rearrange agenda items times. These new items will need some time either taken from other items or added on to the call itself. This same scenario could happen when discussing an item that’s already on the agenda.

Remember: Be flexible and be prepared to move items around as time allows. Another point to consider is that a host who takes the flexible format seriously will ask for their team’s or call participant’s input when allocating time.

When formatting your more flexible agenda, remember to include mostly just the basics. That includes a review of the minutes from the previous meeting, old business that needs to be taken care of that wasn’t settled at the last meeting, new business for the current meeting, an opportunity to handle any housekeeping items or share other ideas and then a review or wrap-up of the call.

Don’t just settle for free

Anyone who appreciates the idea of a flexible agenda likely will also appreciate a simple, yet powerful, free audio conferencing service.

You don’t need to pay for a conference call service that you will enjoy. With Conference Town, you can start enjoying high-quality, featured-filled audio conferencing absolutely free.

That’s right. Conference Town gives you all the features you need to connect with your team. There’s never a need for reservations, no time restrictions on calls and no caller limits. In addition, you can always expect crystal-clear, HD conference audio quality.

Sign up to start enjoying better free conference calls.