Hectic schedules being what they are, it's not uncommon for non-profit or school auction committees to meet via teleconference. Unfortunately, if your group is larger than three people, your phone's conference call option might not be an option.

Consider these tips for meeting via phone.

First, use a free teleconference service.

There are a number of free teleconference services available, so why not use them? When you sign up, you are assigned a single phone number and access code to distribute to call participants. Having the same number to dial into for each auction committee meeting adds professionalism and order to your planning. And as a seasoned volunteer coordinator, I know that volunteers are more likely to stay involved in your auction planning if you emit a sense of professionalism and order.

Though most free conference calling services are long-distance numbers, it rarely stops people from participating because of the popularity of unlimited calling plans.

Second, send out a reminder.

The day before your meeting (and maybe the morning of), send out a meeting reminder. Include the phone number and access code.

Third, record the call.

Most free teleconference services allow you to record the call for free. After each meeting, email your entire committee the link to the recording. Those who missed the call can get caught up to speed on their own time.

Fourth, establish courtesy rules.

Teleconferences are more convenient than in-person meetings, but trickier to run. To avoid problems, establish some rules and announce them at the beginning of each call.

For example, participants might be at home washing dishes, stuck in traffic, or attending a child's soccer game while dialing into the call. Background noise can become an issue, so as the meeting begins, you might remind everyone to mute themselves, unless they have a question (consult the teleconference service website for instructions on how to mute the call).

Additionally, social norms about politeness are harder to sense on a teleconference. Imagine what would happen if three people in a call of two dozen participants started talking at once! It's not easy for the organizer to "get louder" and take back control of the meeting. On a phone call, you don't have visual cues to tell you to "be quiet."

If it seems workable, you might suggest that no one ask questions or make comments until a designated time. You might say, "During Julie's committee report, please refrain from asking questions until she opens it up for discussion."

Another option is to "go around the room" to seek input. This is usually best for smaller committees. When Julie is finished with her report, she might say, "Okay. That's it. Any input/questions from you Ann?  No?  Okay. Becky, any input/questions from you? Nope? Okay. What about you, Helen? Any input/questions from you?"  It's tedious, but it gives everyone a chance to weigh in.

Fifth, stick to the agenda.

Whether you meet in person or on the phone, use an agenda.  Make notations about how much time each committee chair or each subject will be given for discussion … and stick to it.  If you have to cut someone off, you can easily blame it on the schedule. "In the interest of time," you could say, "Could you meet with Deb and confirm the check-out process offline of this call?" Remember, volunteers are much more likely to participate if they know you are valuing their time.

With these tips in mind, you'll be able to streamline the planning of your charity auction.