Team calls are an effective way to keep your team engaged, updated on important information and cohesive. If you are at a leadership level (or will be soon), you should be hosting team calls. Listed below is the formula I have used for years to conduct high energy, effective team calls.
Conducting Effective Team Calls
I’ve had people tell me that they host team calls, but they don’t feel that their calls are effective. I’ve had others tell me they want to host team calls, but they don’t know what to do or what to say. Well, you’re in luck because there is a format that I have used for years to conduct team calls and I’m going to share it with you.
The format works and I have taught it to many others who have also used it with success. It’s a simple seven (7) step process that will get your call started, train your team, build excitement and provide a game plan for the week. If you implement this process as outlined, I’m sure you’ll have great results as well.
You can host your team calls without incurring any additional expense for a conference call service. I recommend using, FreeConferencing.com. I’ve used them for years and like the fact that the service is reliable and feature rich. One of the best features of this system is that it gives you a control panel to monitor the call.
Having an online control panel allows you to put the call into lecture mode (only moderators can be heard), see who’s on the call, mute an individual caller’s line if they have background noise and gives you the ability to record your team calls. This service has lots of other features and you can have up to 1,000 callers on a single conference call. Grab your free conference line by simply registering on their website freeconferencing.com.
Now, let’s discuss the 7 components of my “effective team calls” process:
1. Welcome and Roll Call
The person that has the responsibility of conducting the welcome and opening comments is the call host and they have a very important job. They need to be high energy and confident which will set the tone of the call. The host should dial into the call about 3-5 minutes prior to the call start time and let everyone know that the call will start shortly. This prevents people from dialing in and simply hearing silence, leading them to wonder if they are on the right call.
At the designated start time, the host must begin the call. Starting team calls on time is critical to conveying professionalism. Once the call starts, the host should explain the “housekeeping rules” of the call. The housekeeping rules I suggest include:
- Asking people with background noise to either mute their lines or move to a quiet room,
- Advising callers to grab a pen and paper in order to take notes
- Asking callers to send reminder texts to their guests and team members letting them know that the call is starting
After the housekeeping items are covered, the host should ask for a roll call from all team members and guests that have dialed in. They simply ask the callers to unmute their lines and state their name and the city and state that they’re calling in from. This builds the excitement of the call especially for the guests and new partners on the line who are hearing people call in from many different cities, states and sometimes countries.
Note: If you have less than 20 people on the call, you can skip the roll call because it won’t have the same effect as if there are lots of people on the call.
The final job of the host is to edify (speak highly of them and state their business accomplishments) and introduce the speaker, before handing the call over to them. This is important because if the edification is done properly, the speaker’s job is so much easier.
The speaker should then thank the host and immediately edify the host. I recommend selecting a different host for each week, based on production. If you base the selection process on production, it will eliminate any feelings of favoritism.
Select as host someone that has just recently rank advanced, the person who acquired the most customers or the top recruiter for the week, etc. This gives the team a goal to shoot for so they can be asked to host a future call. Being asked to host team calls should be considered an honor; something that all team members strive for.
The speaker should then say a quick hello then get right into the call.
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2. Introduction of New Team Members
One of the first things I enjoy doing on my team calls is having the team introduce their new business partners. This can be done by simply asking for anyone that signed a new partner to unmute their line and announce the name of their new partner and the city & state where they live. Word of warning: make sure that you are positive that new partners joined your team before asking this question. If not, it could backfire on you because all you’ll hear are crickets – not good!
It’s important to introduce new team members because it shows your team and guests that people are signing up new partners and growing their businesses. It serves as a way of silencing the “Negative Nellies” that call you up to say that no one wants to join the business or buy products/services. It also shows guests that are listening to the call, that the business is working for others, so it can also work for them. When people hear that others have signed partners and are getting recognized for it, they’ll work harder the next week to get a partner so they receive recognition on the next call.
3. Training Topic
Next, the speaker should cover a topic that will help the team grow their businesses. Examples of topics to cover include mindset, prospecting, recruiting, new products, handling rejection, training a new partner, hosting home parties, how to present the business, etc. The topics you can and should train on are endless. Rotate your training topics to keep the content fresh. Keep your training simple to understand, easy to implement and duplicable.
Focus on training that relies on systems – something that anyone can do. I say if you can’t explain it to an eight year old and have them understand what you are teaching, it’s too complicated. Keep your training to about 10-15 minutes.
4. Testimonials and Wins for the week
I suggest that you have a section of your call dedicated to product testimonials, successfully signing new business partners and other wins (successes that happened during the week). Limit this to 1-2 people because folks can get long winded! You want people to talk about a great product experience, overcoming an obstacle in their recruiting efforts, doing their first business presentation, signing their first partner, etc.
Make sure to select the people that will give testimonials in advance, then coach them on quickly telling their success story. Their story should be very positive and uplifting and include how it made them feel. This part of the call should be very inspirational.
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The next component of an effective call is the recognition segment. There’s a saying that when it comes to recognition, “Babies cry for it and grown men will die for it.” Whenever someone does something to grow their business, recognize them no matter how small the effort was. People love hearing their name called in a public format – that’s a fact! Recognition goes a long way and people love it.
Recognize people for: getting their first customer, first business partner, for rank advancing, earning a bonus, doing their first solo presentation, getting the most customers or signing the most partners for the week. The recognition segment should be one of the most anticipated parts of your team calls, especially for those being recognized.
Recognition can be done by simply announcing the person’s name and their accomplishment. You’ll be surprised by how much people will appreciate being recognized.
6. Call to Action
The next component of the call is the call to action for the upcoming week. Tell people what you want them to focus on and be specific. For example, the goal might be to get 1 new customer, sign up 1 new business partner, host a personal home meeting, rank advance, close the month strong, etc. Whatever you as the speaker asks the team to do, you should be focused on doing the same thing. Always lead by example.
Hint: the call to action should be focused on increasing overall team production. Future team calls should recognize those people that achieved what was discussed in the call to action.
7. Close the call
After your action packed call, the only thing left to do is to wrap up the call and then sign off. As you wrap up the call, do the following:
- Remind the team of any important company deadlines.
- Promote for the next business overview presentation and upcoming events.
- Promote for the next company conference (even if it’s 11 months away!).
End the call on a positive note. Let your team know that you appreciate them being on the team calls. Tell them that you believe in them and that they can succeed in your company, if they just stay the course. Remind your team to work closely with their upline leader to maximize their chances of success.
Finally, let them know that the call was recorded in case someone missed the call or in the event they want to listen to it again. Give them directions on how to access the recording (playback number).
Keep the length of your team calls to 50 minutes or less. Calls that run longer than this tend to lose their effectiveness. Finally, remember to start the recording just before the hosts begins speaking and end the recording as soon as the call concludes. Follow the simple formula outlined above and you’ll definitely increase the effectiveness of your team calls.
That’s it! Now that you know my winning formula, put it to use.
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