Teleconference Clock Method

Preparing a Teleconference Clock

1. Have an agenda that includes conference goals and participant expectations. Don’t forget to consider their time zones when scheduling.
2. Consider the impact of comments volume (based on the number of participants) with the available time.
3. Send all participants the dial-in number and pass-codes if needed. With international groups, be clear if the number is cost-free.
4. Distribute supporting documents or files before the beginning of the conference call.
5. Take care in advance of the call controls. If the leader controls the start/stop of the call and may have to leave early, have a second person with leader privileges in order to avoid call interruptions.
6. Greet and know who is online (use the “clock" method for the introduction of each participant).
7. Ask participants to review the agenda prior to the call.

Step by Step

1. Ask every participant to get a piece of paper to draw a circle on it and mark the hours like a clock.
2. Assign each person a spot on the “clock” when joining the conference call. The first person on the call put his name on 1 o’clock hour, the second 2, etc. If there are more than twelve people, start adding 1:30, 2:30 etc.
3. Use the “clock order” to create a speaking sequence and to ensure everyone speaks. Participants can make notations and use the piece of paper as a visual tool to match names, voices and inputs.
4. Vary the position of the participants on the clock if you are planning a multiple rounds of speaking.
5. Use some form of feedback or evaluation for improving possible later calls. An "after action review" can be done at the conclusion of the call or by post-call emails.
6. Ask each participant to describe with three adjectives their “clock” experience.

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