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Managing Research Projects

Managing Research Projects

Conference Calls

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When a face-to-face meeting is not practicable because team members are in different locations and/or countries you can agree to set up a telephone conference call. The person initiating the conference call session usually acts as the Chair and sends an ‘invitation’ by email inviting team members to take part. The email will give details of the time and date for the call and a note of the subject(s) for discussion.

Before the call, the Chair should:

  • Take time zones into account: ensure that the date and time are convenient for all participants, especially if team members are in different countries. Time zone information is available on the Time and Date site.
  • Agree an agenda and the duration of the meeting, e.g., 30 minutes.
  • Circulate agenda by email at least a day before the call so that team members can prepare for the meeting: gather necessary paperwork, prepare questions, etc.
  • Arrange for someone to make notes during the conversation and to circulate the notes as soon as possible after the ‘meeting’.

Conference calls can be set up in one of two ways: using a centralised telephone system or by using a conference call website. If you’re not sure whether your in-house telephone system can be used check with your IT/Communications department.

If centralised telephone equipment is used the Chair will phone participants one at a time to link them into the call.

If a specialised website such as Conference Genie, VoiceMeeting, is being used the chair logs on to the website a day or so before the conference call is scheduled and chooses a conference room number. This is emailed to all participants together with the phone number, date and time of the call. It is then the responsibility of participants to call the conference number, enter the ‘conference room’ and introduce themselves.

Running the meeting

  • Check all participants are on line. It is not good practice to start the discussion before everyone is present.
  • The Chair should ensure that all participants have an opportunity to speak. Don’t allow one person to monopolise the discussion.
  • When all points have been covered and decisions reached, the Chair should wind up the call. Don’t allow it to degenerate into a general conversation!

After the meeting

  • The note-taker should circulate notes of points discussed and decisions reached.  Note that some conference call websites offer a ‘record of call’ facility.

 

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