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:

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

[2] DURING THE CALL:

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

[3] ASK PARTICIPANTS TO:

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

[4] AFTER THE CALL:

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

Available for download as PDF (perfect for printing)

Questions? Call: Women's Dermatologic Society (WDS) 575 Market Street, Suite 2125 San Francisco, CA 94105 Tele: (415) 764-4925 Fax: (415) 764-4933 eMail: wds@womensderm.org