Time is a funny concept. When you don't need it, you have plenty, and when you desperately require it, it runs away so quickly. This is why it is so important to set a clear and concise agenda when you are hosting a teleconference or web conference.
The vast majority of your guests will be under significant time constraints and as the host, it falls to you to control the agenda's pace. Potentially, the reason the business is conducting the meeting via a teleconference or web conference is because of time pressure.
However, there are some important tips to remember when creating an effective agenda for your teleconference or web conference.
Use introductions as an ice breaker
It is imperative to introduce everyone that is present. As nobody can actually see each other, the first couple of minutes are a virtual handshake.
In the example of a teleconference, up to 200 people can be on the line so even though it could take a while introducing guests, the host has an obligation to do this. It would be a good idea to email a list of participants with the invitation before the teleconference begins to give everyone an idea as to who's on the line.
Take advantage of technology
When conducting a web conference, the agenda should be filled with visual documents that the clients can see. Whether a sales pitch or a financial overview, these are crucial to the success of the online meeting.
It is important not to clutter the diagrams or photos as this can cause confusion and delay the running of the agenda. At this stage, opportunities for feedback and questions should be welcomed to provide clarity.
Speak up and take control
No matter how strict you are on the time spent on points, there will be topic drift. This wastes time and can derail the focus of everyone.
One way to combat this is by making sure you speak up and take control, but also take note of the comments as they could be something to discuss on another teleconference or web conference at a later date.