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First of all, I would start by making sure we all speak the same language. I don't mean as simple as talking English for instance. I mean the use of industry specific words or words that are commonly used in the company. Make sure everybody understands exactly what they mean. For instance, it took us3 months of discussions to finally understand that when the contractor said "Multi Media" they meant something different than my company did.
Second, create a regular schedule of meetings, especially if you are in different time zones. This makes it easier for all parties to prepare and know what time the next meeting is. But keep it flexible and make sure that you allow for discussions at other times as well.
Most important of all, if there is any doubt or a feeling that the concept or message is not getting across, check and check again. If it is clear to you that one person does not understand, take it off-line and clarify one on one.
Finally, realise that confusion or misunderstandings will happen.
