It is not that difficult to learn how to host a conference call. It is definitely something that you have to learn if you want to conduct a successful teleconferencing for your business. The best way for effective telephone conferencing is to first have the basic outline put together and then flesh out the details as it is required for each individual call.
To start phone conferencing, participants dial the number given by the conferencing services provider. A conference bridge connects everyone to a single teleconference. Depending on the nature and size of your business, the volume of conference calls expected in a month and the kind of conferencing facilities that you need, you can choose from the different conferencing solutions available.
For successful and effective call conferencing, it is essential to follow an outline that will allow you to focus without being distracted or sidetracked by other topics that may arise during the course of the conversation.
To host a good conference, keep the following points in mind.
First of all, before the voice conference invites are sent out, put together an agenda and a plan of action for the meeting. Then prepare a list of participants to be invited and schedule a time that is convenient for all. When you fix the time for the call, always keep in mind that the participants may be in different time zones, so take that into consideration.
Along with the invitation, send information on how to login to the conference. The teleconferencing service provider will give a phone number and an access code for each particular call. To come across as a professional who takes care of even the minute details, send a contact number in case the participants have trouble connecting to the call.
When you host a conference, it is important to have a decent pace going. Basically you would want to consider it just as a business meeting. Make sure that the call starts on time and that the room that you are in is quiet without loud background noises. Loud noises and constant interruptions prevent you from making the most of a call.
It is a good idea to have the call recorded and have someone take the minutes as well. Show leadership when you host a call. Don’t cut people off as they are talking, but always make sure that they are on track and are not rambling.
Keeping the above points in mind will allow you to host an effective meeting and make the most of conference call.