You’ve probably all been in meetings or conference calls that you thought were a waste of your time. The humble phone can be one of the most powerful tools in project management. If used correctly, it can even be a lifesaver. Before you spend more time learning Microsoft Project or any other complicated software, think about how you are using your phone skills. It is easy to believe that better technology can solve all your project management problems. Long-term project management success is dependent on the ability to successfully interact with people.
4 Steps to Make Conference Calls More Effective
Poor conference calling etiquette continues to be a problem in project management. These tips will help you to stand out from those who don’t know how to use conference calls.
1. Read the Agenda: Having the agenda in advance will ensure that you are prepared for any questions the project manager might ask. What if you don’t have an agenda? Just email the organizer one day before the call to ask what they expect from you.
2. You can read the Conference Call Invitation List. Even if you are the organizer, the invitation can be forwarded to others. You should read the invitation list before the call. If your manager or project sponsor decides not to attend, it is a good idea to have this information in advance.
3. If you are not at work, take the call in quiet areas. This is especially important if the other members of the project team are calling from a different location.
4. Register for the Conference Call early: If the call is scheduled for 11am, you should log in by 10:57. This allows you to have some breathing space in case of technical difficulties with the conference system.
Your project members will expect more of you if you are the organizer. If that is the case, I recommend you to follow all four steps.
Bio: Bruce Harpham is the author of Project Management Hacks (http://www.projectmanagementhacks.com), a resource that provides ideas you can use in the office tomorrow.
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