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Basics of Holding Successful WDS Conference Call Meetings

Usual WDS Call-In Number:   Available by eMail request  
Access:   Available by eMail request   (code stays the same unless otherwise noted)

 Available for download as PDF (perfect for printing)


  [1] BEFORE THE CALL:

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Plan ahead! Give 2-3 weeks notice prior to scheduling a meeting.
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Advise participants of the Conference Call date, time, and expected duration.
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Provide all printed materials to participants in advance.
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Let people know that you will start promptly.
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Equipment makes a difference. Speakerphones should be of the highest quality available and if not, use the handset instead.
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Be aware that air-to-ground and cellular phones may adversely affect sound quality and plan accordingly.

  [2] DURING THE CALL:

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Take roll call.
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Begin with the agenda and meeting ground rules.
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Direct questions and comments to specific individuals or locations.
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Encourage participation, don’t allow anyone to monopolize the call -- keep things moving.
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Choose a date and time for your next Conference Call while everyone is still on the line.

  [3] ASK PARTICIPANTS TO:

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Speak naturally.
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Identify themselves when speaking.
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Pause for others to comment.
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Spell out unusual terms, names, and numbers.
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Mute the speakerphone microphone when not speaking.
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Seat key participants closest to the speakerphone or use a handset if possible.
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Avoid putting phones on hold - phone systems with music-on-hold will disrupt the Conference Call.

  [4] AFTER THE CALL:

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Follow-up on any action items from the Conference Call.
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Review the minutes and any materials resulting from the Conference Call.
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Mark your calendar for the next Conference Call date.


 Available for download as PDF (perfect for printing)

Questions? Call: Women's Dermatologic Society (WDS)
700 N Fairfax St.
Suite 510
Alexandria, VA 22314

PHONE: (571) 527-3115
FAX: (571) 527-3105
eMail: wds@womensderm.org


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