In the Digital Age, we have endless ways to connect with our colleagues, bosses, and clients. From emails to conference calls, there’s a mode of communication to suit every occasion and every person. Conference calls, however, are great for important group discussions as well as long-distance communication.
But if you’ve never used this of technology before, you may be curious as to how to successfully host a conference call.
Hosting a conference call can at first seem intimidating. Just like any new skill or technology, learning takes time, patience, and preparation.
If you’re ready to learn this useful skill, then read on to discover important tips to host a conference call for your business successfully.
1. Determine Your Goals
First, you’ll need to determine your exact goals for the conference call. Specify your top three goals and start to develop an agenda for the call.
Are you updating a client about their project’s status? Informing your boss and colleagues about a new system?
Keep in mind, however, that participants may also have a matter they want to speak about. Allow enough time at the end of the meeting to engage with other attendees, ask questions, and to respond to the conference call discussion.
2. Email Invitation
Before the conference call begins, you’ll need to send out an email invitation. Try to give attendees as much notice as possible so they can make time for the meeting and prepare. Give attendees an exact conference call duration so they know how much time to block out on their calendars.
If you’re using a free conference call service, then give attendees exact instructions on how to join.
Conference calls should be no more than one hour to avoid fatigue, but thirty minutes is ideal.
When sending out your email invitation, also send any visuals or documents that attendees may need to use to follow along. Sending out your agenda is also useful.
3. Show Up Prepared
Since you’re the host, you should always be the first person on the conference call. Being the first person on the call ensures that the technology is working properly and that you can as they join the meeting.
As attendees join the meeting you can also remind them about the agenda and visuals you emailed previously. You should also encourage them to take notes and remind them that there will be time at the end of the meeting for questions and comments.
You should also briefly introduce each member of the call by stating their name, their company, and their position. This lets everyone on the call be in tune with the attendee list and the tone that’s expected on the call.
4. Stick to the Schedule
During the conference call, it’s important to stick to the schedule. Do your best to follow your agenda exactly to make sure all the goals for the call get addressed.
If the meeting is running over schedule, acknowledge it. Then, offer to set up an additional conference call so everyone can leave the meeting on time.
After each conference call, you should then follow up with attendees by emailing them a summary of the call discussion.
Ready to Host a Conference Call for the First Time?
Knowing how to host a conference call and what to expect will help to build your confidence. By preparing in advance and keeping everyone informed, your first conference call should be a breeze.
Is your conference call about financial projections? to learn exactly what should be included in your company’s financial projections.
