Conference calls are an easy way to communicate with multiple parties at once, especially with people around the world. Thanks to conference calls, you can meet with a team of developers in China, your marketing team in Canada, and your production team in Australia – all at the same time!
To host a conference call the right way, here’s what you need to do:
See Also: Conference Call Etiquette - Video
1. Get the Right Equipment
Without the proper equipment, you won’t be able to host a conference call. You will need a conference phone, one designed to dial in to multiple numbers and connect with them all at once. You can find conference phones online and in stores, and they’re not too much more expensive than a regular phone.
If you want to keep things simple, use a VoIP phone. This way, you can make all of your calls via an Internet number rather than a landline – much cheaper!
2. Consider Using Online Services
There are a lot of online services that you can use to make conference calls, including:
You pay a small monthly fee for each of these services and you get a wide range of options for making computer and phone-based conference calls.
For these services, you will only need a headset or a computer microphone, and you’re ready to call!
3. Organize the Call
To properly host the conference call, you need to be prepared. This means having an agenda and knowing what you are going to talk about during the call. Spend some time prior to the call making a list of all the topics to be discussed, as well as the desired outcomes of each of the discussions. That way, when you’re in the call, you can refer to your notes and keep things on track.
4. Set a Time and Date
How is everyone going to know when to tune in to that call if you don’t set a specific time and date to make the conference call? This will require a bit of research on your part, as you’re going to have to figure out when the best time is for all of the parties. Perhaps some of the people in the call are on the other side of the world, or they’re in a time zone a few hours ahead or behind. Set a time that works for ALL of the people on the call.
5. Send Out the Invitation
In order for people to be able to access an online conference call, they will need to be invited. This is usually done via an email, which contains a link to the website or service where the call is made.
To be certain that all of the participants have received the email, double check a day or two in advance of the conference call.
6. Stay in Charge of the Conversation
You don’t want to waste time during your conference call, as it’s not just YOUR time being wasted, but that of the others on the line. For this reason, you – as the host – need to be the moderator.
Take command of the conversation and keep everyone on track. Make sure that all of the participants in the call stay on track, discuss the things that are important, maintain a civil tone, and keep things pleasant. Try to get through your agenda and make progress as efficiently as possible.
Follow this advice, and you’ll find that it’s EASY to make and host conference calls from anywhere around the world!