Conference Call Script Sample–5 Examples For Your Next Meeting
Before your conference call, you have a little bit of homework to do. No one really enjoys disorganized conference calls, yet these meetings are very common in the business world. You should prepare in advance so the meeting goes more smoothly for everyone involved.
Tips for a Successful Conference Script:
- Guide, not a Script—Use the script as a guide for creating your own conference calls, but do not feel obligated to follow our scripts (or your own) word-for-word. Instead, be prepared for a certain amount of spontaneity during the call.
- Prepare—Know what you will do ahead of time. Plan for disruptions and occasional confusion, and you will be better able to respond appropriately.
In this article, we offer our example scripts to help you keep your next conference call moving right along properly. Do not feel like you need to follow these exactly—you can freely customize these scripts for your business, industry and meeting purpose.
- Setting the Stage
- Speaking Order
- Directing and Refocusing the Discussion
- Summarizing the Call
At the beginning, you need to introduce yourself, the speakers and any other important participant your listeners are not familiar with. Keep this part brief and focused. You can begin talking about the subject of the conference later—this first part is only about the people participating.
“Hi John. This is Javier from Garnetstone Associates. I’m calling in with Lauren Haliday, Rob Chandler, and Mackenzie Donovan. [Pause to allow everyone to greet each other]. We also have the Chief Compliance Officer, Grace Walker, calling in from our New York office.”
Remember, recognizing voices can be difficult, so it is important to always start by introducing yourself and greeting the other party. Then, introduce others you have with you and anyone else from your team calling in on another line or from another office.
2. Setting the Stage
Open the conference call with your own short summary about the call’s purpose and goals. This also needs to be really succinct and short. Get to the point and let participants know what this meeting is all about so everyone can begin contributing right away.
“Okay. So the reason we’re meeting today is to create a gameplan for the Black Friday shopping event this year. We need to figure out how we’ll manage traffic through the store, set up displays beforehand and distribute the special sale merchandise during the event. We also have product to order and staffing schedules to plan. This is going to be a team effort for everyone, so I need you all to pay careful attention during the call and be prepared to speak up if you have ideas to share. We’ll save questions and non-event topics for the end of this call or for our next meeting.”
The above example is for a department store, but you can adapt this general format to your own industry and business needs. In this script, you will need to introduce the call’s purpose in the first sentence and then elaborate with details afterwards. Provide a short listed summary of key points to hit during the call, and then set parameters for what you will discuss later or offline. If there is going to be a Q&A period, you can mention this as well.
3. Speaking Order
You should decide in advance who will speak and in what order, so you can minimize confusion and misunderstanding during the conference call. Decide who is speaking and, if possible, send a schedule to the participants and speakers letting everyone know when to begin speaking. This can also reduce disruptions and help to keep you from talking over each other during the conference.
“Let’s get started with our Chief Compliance Officer, Grace Walker. She’s been in conversation with the client for the past week.
Grace? What can you tell us?
Thank you, Grace. The next speaker is our Creative Director, Mackenzie Donovan. Mackenzie? What are the next steps here?
So, for now, that’s all we know. Let me close by saying a few words about what else Garnetstone is planning….
This is a very general script that will vary tremendously depending on the length of your conference, the people and topics involved, and your industry. In general, you will want to introduce each speaker in order and say a short sentence updating everyone on what that speaker will contribute to the discussion. Then, ask the speaker to begin. After giving the speaker enough time to share their input, begin introducing the next speaker. At the close of the call, be sure to end with your own input.
4. Directing and Refocusing the Discussion
Sometimes, you will need to bring the discussion back to the topic at hand. It can be easy to become distracted during a conference call and end up sidetracked. In spite of this challenge, it is really important to redirect the discussion back to the main topic. Your participants’ time is important and some conversations and topics can wait until after the call. You can politely redirect the conversation without denigrating the participants.
“These are all really great ideas, but we should focus on the main goal.
Bob, we can save that discussion for the shareholders’ meeting next month.
Sandra, thanks for bringing that up, but let’s take it offline after this call.
Mandy, can you hold off on that for a moment? Sandra is going to bring that up.
That’s a good point. But there’s no reason to worry. It’s a shareholders’ issue.”
You can shape the conversation nicely by acknowledging what your participants say and then refocusing the call. The important thing is to reinforce the importance of your speakers’ contributions to the meeting while also keeping the call moving along and on-point.
5. Summarizing the Call
As you close the call, be sure to summarize accomplishments made during the conference and highlight the positive contributions of the group. Briefly mention next steps so everyone is on the same page and knows what is expected. Assign any tasks here so no one is surprised, and be sure to mention when the next meeting will occur.
“Okay, everyone. That was a great call. Ashley will be ordering product, so department managers should submit their requests by Tuesday. Bob’s in charge of in-store traffic planning and we all love what he’s done so far, but if you have traffic questions be sure to get with him later. Maria, he can help you and Alex with the rest of the scheduling when he’s done. We’ll meet again in one week. Thanks, everyone. Talk to you all soon.”
At the end of your conference call, you need to provide the group with some sense of direction. The above example highlights several accomplishments that happened during the call. It also directs a few specific participants to work together towards the shared goal of preparing the store. It sets a tentative date for the next meeting, thanks everyone for participating, and closes the call. It is important not to end a call with dead silence. Instead, use the end of your call as an opportunity to keep momentum going on the project and remind everyone of their responsibilities. If necessary, you can also let everyone know how to reach you and provide them with a list of tasks you plan to accomplish before the next meeting.