Audioconference Checklist
Use this checklist to help you plan and carry out meetings utilizing the WisLine audioconference service. It is for both the "first-timer" and the experienced audioconference planner.
Before Your Conference
1._____ Determine the purpose and objectives/goals of the meeting.
2._____ Identify the people to be involved (and their locations).
3._____ Identify the preferred times and dates (have 2nd and 3rd choices identified "just in case") for your audioconference.
4._____ Contact WisLine Audio as soon as possible to determine availability and schedule. Early contact helps secure your first choice of dates and times.
5._____ Become familiar with any unique audioconference features you'll be using (Q & A, sub-conferences, polling, etc.).
6._____ Outline your expectations: Ask yourself, "What results do I expect from this meeting?" Then, structure your audioconference around this goal.
7._____ Develop a welcome message and invitation for your conference. An email works well for this. Include the following with your meeting invitation:
- The conference access information including the phone number and conference passcode provided in your confirmation, and the "helpline" number for technical help and support during the conference.
- Call-In Number: _________________
- Conference Code:________________
- ICS' HelpLine Number: 1-800-442-4614
- Purpose of the meeting, specific goals, issues or questions to be covered, including the agenda.
- Information about other participants and/or special guests, again include web resources where applicable.
- Background materials on the issues to be covered and what information you would like the participants to have readily available during the conference.
8._____ Provide an evaluation/feedback form (it's easy to do this electronically using a web survey) to assist you in improving future meetings.
9._____ Send an email reminder of the meeting two to three days in advance, include any last minute information:
- the date, time, phone number and passcode for the call,
- an updated agenda,
- a reminder of participants' roles during the meeting.
During the conference:
1. _____ Conduct a roll call of each party on the conference call, and an introduction as appropriate.
2. _____ Explain briefly why each party has been asked to attend the meeting/conference.
3. _____ Explain the conference "etiquette" (i.e. asking each participant to speak one at a time during the meeting, to identify themselves by name and location, if appropriate.)
4. _____ Summarize the objectives/goals of the conference.
5. _____ Cover the agenda. Stick to the minutes per topic laid out in your agenda, and be respectful of others' time.
6. _____ Explain and follow the schedule.
7. _____ Ask for Feedback. Pause periodically, during the session, and ask someone to summarize what you've been discussing. Take a couple of questions.
8. _____ As you come to the close of the session, ask the participants to complete the evaluation/feedback form (included with the advance
materials).
9. _____ Review what's been accomplished toward meeting the stated objectives and any specific assignments discussed during the meeting.
10. _____ End the call clearly and on time. Thank the participants and make sure all the participants know that the meeting is formally over, and stay on the line to ensure that everyone hangs up.
After the Conference
1. _____ Summarize the results of the conference, as they relate to the objectives/goals and the next steps to be taken, by whom and by what deadline.
2. _____ Send the meeting minutes and any follow-up materials as promptly as possible. It should also address any "unfinished business" or "loose ends" for the next meeting.
3. _____ Evaluate the experience by reviewing your evaluation form. You may want to contact select members of the audience and ask their judgment of the audioconference and how future conferences might be improved.
For more information about audioconferencing with WisLine click here.
