Tips and Tricks: Hosting a Successful Conference Call

Conference calls can be tricky, so it is wise to arm yourself with an arsenal of great ideas and tips before making the call. Keeping the call productive, fun, interesting, and concise is important, but that is not everything that you should know. Using the following tips, you will be able to host a call that your participants will pay attention to, and is also not as difficult for you to plan or execute.

Preparing for the conference call is the most crucial step; the conference call itself will go over easily, as long as you are well prepared. You should already have a provider in mind, although the process of finding one may take some time. If you are on a low budget, you may consider free conference calls.

1. Write out an agenda; this will include all topics and issues discussed during the conference. It is important that all members receive a copy of this agenda.
2. Take note of all intended participants, and ensure that they are able to attend your conference. The earlier you do this, the better. Keep several dates and times in mind, and list which participants are available for each.
3. Does your provider require a reservation? If so, you should check if your date and time is open. Also, note how long in advance you must schedule it.
4. List your desired features, and schedule them. If you want your call to be recorded, your service provider will need to know ahead of time.
5. Once you have your call arranged, you should email all participants with the necessary information regarding the conference. You should include the date and time of the conference, the call in number, and the pin.
6. Give the participants plenty of reference material, so that they may prepare accordingly for the conference.
7. Give each participant your emergency contact information regarding the conference. This is just in case they have technical problems, and cannot get the conference line to work for them.

Now that you are prepared, it is time for you to host your conference call. This is the easier step, as you already have the entire conference planned out.

1. 1. Begin the conference on time; do not wait for the late participants. This is rather annoying to those who are punctual.
   2. Take roll at the beginning. This helps all participants to see who is involved and present.
   3. Hold an upbeat and inviting tone during the call, to boost morale.
   4. Outline the agenda towards the first few minutes, to refresh participants.
   5. Avoid rambling. Keep the main points concise and clear.
   6. Take note of who is involved, and who isn’t. Coax the quiet participants into the discussion.
   7. Take time for Q&A among participants.
   8. During long conferences, arrange for intermissions.
   9. When the meeting is close to ending, ask for each participant’s individual opinion.
   10. After the conference, briefly go over the entire conference, all points discussed, all decisions made, and any issues that were resolved.

By using a few helpful guidelines when attempting to arrange a teleconference, you can easily avoid mistakes that are commonly made by teleconferencing new-comers. These conferences are one of the best options when budgets are tight, but with a little practice and guidance, you can quickly become a professional with them.