How Conference Call Scripts Help You Streamline Meetings?
Conference calls can’t be helped. We get on them every day. Yet, some of us are unable to make the most of them. We end up wasting our time, sharing too much information, encouraging very long (sometimes irrelevant) discussions. Therefore, some organizations create conference call scripts because these can help get over the confusion over who is speaking next, the awkward silence and generally streamline the conference call better. Conference calls are a great tool to accomplish a lot of work through teamwork and collaborative thinking. It’s time we understood that and learned how to structure them better so as to avoid the usual chaos.
What are conference call scripts?
A script is anything that has an outline of what is likely to happen at a certain event. It also contains lines on the topics of discussion so as to ensure that we stick to those and don’t end up digressing into other subject matters. This script could differ depending on the kind of conference call that is taking place. For instance, a weekly sales call script would be different from an event planning conference call. Either way, scripts can be very helpful in not just initiating conversation but in keeping it brief and time-bound.
What are the elements of a good conference call scripts?
Regardless of the nature of the discussion, there are some common aspects to a good conference call scripts that cannot be missed. Ensuring that you follow these will not only make your calls productive but help you improve your conference call etiquette which can ultimately help improve your business. Everybody enjoys talking to a professional any day.
Every call has to begin with an introduction. Take the time to introduce yourself. If it is an internal conference call, let everybody introduce themselves. Give each person 30 seconds to a minute to talk about themselves depending on the number of participants. If it is a client call, the host takes the responsibility of briefly introducing themselves and their team to the client.
“Hi, Gayatri. This is Akash from Cornerstone Media. Today, we are joined by my team, Saloni, Sujit and Thomas who are from the Outdoor team.” (Now, let everybody greet each other).
Sharing the agenda
If this is a continuation of a previous conference call, you may want to do a quick recap so as to refresh everybody’s memory. Once you do that, take a couple of minutes to set the agenda for the current call and state what you expect to achieve by the end of the call. This could be something along the lines of
“We are on this call to get a better understanding of your requirements for outdoor advertising. We will use your email as a reference to comprehend what particular outdoor platforms you’re looking at and your budget. By the end of this call, we aim to have a very clear picture of your objectives so we can come back with a road map to get there. If you have any questions, we can address them once the discussion is done.”
Decide the order in which everybody is going to speak
You could decide this even before the call. Email an agenda beforehand so everyone knows exactly when they need to speak. This way you can avoid awkward silences, talking over each other and general confusion. Before each speaker begins a conversation, introduce them and provide a gist of what they are going to discuss. Thank them once they finish and introduce the next speaker. After everybody has spoken, end the discussion with anything you may want to add.
“We will begin the discussion with Thomas who is our Outdoor Media Manager. He’s going to summarize your email and give you a brief idea of what Cornerstone has done so far.”
“Thank you, Thomas. Next, we have Saloni who handles Design and Implementation. She will ask you some questions about what you would like to see on our outdoor media.”
“Thanks, Saloni. Well, that is pretty much everything. Gayatri, we love pampering our clients. So, rest assured we are going to have more of these discussions and deliver exactly what you desire, if not something better.”
Keep the conversation relevant
When there are a few people on the conference call, there is likely to be a lot of ideas being thrown around and many opinions being shared. But, it is important to follow the conference call script here and bring everyone back to the current discussion.
“Yes, Thomas, I agree with you but I think this should be discussed with the Branding team.”
“Gayatri, I believe that is something we could talk about offline. Let’s get back to our current discussion.”
“Sujit, great point. How can you relate it to our present discussion?”
Provide a summary of the call
Once the call is finished and you are also done taking questions to provide a quick snapshot of what transpired- what was accomplished, action items for the next call. Also, make sure to assign tasks right away to avoid surprises. Be nice and thank everyone.
“Thank you so much, everybody. I thought that was a great call. We have so much to work on, Gayatri and we are very excited about what we are going to create for you. Sujit and Saloni are going to get their team going immediately and send you a couple of drafts by the end of the week. We will get on a call next week at the same time to discuss this. I think just Sujit and Saloni would be good for that one. See you all soon. Take care.”
What else can you do?
While there is no doubt about the fact that keeping the above-mentioned conference call scripts related stuff in mind will make conferencing much more meaningful, there are a few additional things that need to be taken care of. For example:
- Once your discussion ends. Share the minutes of the meeting with the participants.
- Make sure to send an email before the next conference meeting with the set of tasks or agenda to be discussed.
- Schedule the next meeting and in case of changes keep everyone informed.
Or try using grptalk for your audio conference calling needs. With grptalk, you can:
- Start conferencing with no internet or hardware
- Try dial-out and dial-in conferencing
- Manage 1000+ members on one call using grptalk web
- Get intuitive call analytics and controls as host
- Record conference calls for later use
- Have private conversations with selected members
- Create ‘sub-accounts’ and allow them to host & manage conference calls for you