| Ground rules are a very important element of any | | | | the dialogue for the conference call. If allowed, some |
| meeting; yet, they become even more critical when | | | | of the less vocal people on the conference call can |
| the meeting is conducted via a teleconference. Some | | | | hide behind the anonymity of the format. Ensure |
| call ground rules a code of norms. They are the | | | | everyone is contributing to the conversation. |
| guiding operating principles that will help the members | | | | 6. Decide up front how decisions will be made. It is |
| of the call with interacting in a polite, and efficient | | | | very important to hammer this out when everyone is |
| manner. There are a few must have ground rules for | | | | still calm, cool, and collected. In some businesses the |
| any teleconference. | | | | ultimate authority will make the decision. If the group |
| 1. Start on time. All meetings should be timely. Any | | | | is allowed to make a decision, determine if it will be |
| meeting that is allowed to languish at the beginning | | | | simple majority rule, consensus, or something else. |
| sets an unfortunate precedent. Start the meeting on | | | | But do decide prior to the time when discussions get |
| time no matter who is missing from attendance. An | | | | heated and not everyone is in agreement. |
| important aspect to the start on time rule is that is | | | | 7. Do what you say you are going to do. Often |
| risky to stop and debrief anyone who joins late; | | | | when individuals are carrying out a conference via |
| otherwise you will defeat the purpose of the rule. | | | | telephone, they will commit to tasks without thinking |
| Once attendees know that the conference call will | | | | it all the way through. This ground rule seeks to |
| always start on time, they will adjust their schedules | | | | ensure accountability among participants that what |
| accordingly. | | | | they commit and agree to do, they can be counted |
| 2. Have an agenda. Some may wonder if this really is | | | | upon to do so within the given timeframe. This also |
| a round rule, but it is! Meetings without agendas | | | | means that it would be a bad idea to assign a task |
| flounder. They tend not to accomplish anything other | | | | to a person who is not present on the call to accept |
| than spinning the corporate wheels. Have an agenda | | | | the assignment. If you need that person to be the |
| and articulate it during the early stages of the | | | | one to do the assignment, ask after the meeting to |
| meeting. | | | | be sure they can commit to it. |
| 3. Only one person speaks at any given moment. | | | | 8. Respect one another and do not personally attack |
| Conference calls can be difficult to listen to without | | | | another participant. In a perfect world, respect would |
| folks trying to talk over on top of other. Participants | | | | come naturally; however, sometimes people need to |
| may have to practice their listening skills to know | | | | be reminded. Additionally, because the phone offers |
| when someone is really finished with his part of the | | | | some sense of distance and anonymity, attendees |
| conversation. | | | | may feel that they can say things they would never |
| 4. Actively listen. Instead of planning what you are | | | | say to someone in person. It is important to respect |
| going to say or how you are going to respond to | | | | the other attendees enough to listen to what they |
| something someone else said, try to intently listen to | | | | have to say with an open mind and not pass |
| what other participants are saying on the conference | | | | judgment during the time they have the floor. That |
| call. Take notes and ask clarifying questions. As other | | | | doesn't mean you can't disagree with them, it just |
| attendees notice your attentiveness, they may | | | | means to be polite and remain respectful at all times. |
| match it when it is your turn at the table. | | | | With these ground rules, or guiding principles, in place, |
| 5. Each person should be allowed to vocalize their role | | | | your meetings can be more effective and efficient. |
| during discussions. Another way to think about it is | | | | Participant morale should increase as well as |
| that each person should be an active participant in | | | | participation by all attendees. |