Picture this: you have been pouring over your notes all afternoon. You are well versed and prepared to speak. Then, you chime into the conference call to address your audience and—
…what was that key point you were going to make?
Let’s face it: we all blank out sometimes and forget what we are supposed to be talking about during conference calls. If this describes you, or if you struggle to remain on task, a simple solution is to spend some time before the call outlining exactly what you want to say. That way, you will stay relaxed and will be able to focus on elaborating on specific points of interest.
This strategy will help people who have a tendency to get excited about certain issues and stray from topics on whim. For this type of conference caller, a story will turn into a tangent and pretty soon a 15 minute phone call will turn into a 45 minute lecture. While there is a time and a place for rambling, a script will help you navigate your way successfully through a call without wasting anyone’s time.
This is also a good idea if you are in an open office environment. When there are lots of people around, distractions—laughter, an enthusiastic conversation or even a door slam—can easily throw the most focused person off track. Having an outline or script you can refer to helps you stay on point.
Another reason why you should consider writing a script is so that you will be able to handle random questions when they arise. This is the Payton Manning philosophy. Prepare ahead of time and know exactly what you will do in any situation. Spend some time before the call thinking of random questions that might arise that will require improvising and how you will handle them so that you never appear flustered or off-guard.
An easy way to prevent completely random questions from arising is to send out an agenda ahead of time to those who will be on the conference. This way, everyone will be on the same page and the conference will run smoothly.
Do you have an agenda template that works for your meetings? Share it below.