EXECUTIVE CONFERENCING - BLOG

12.13.2010 - Hosting a successful Conference Call

Conference calls are a great way to maximize time. Conducting a successful conference call has its own set of challenges. Here are a few tips help make every conference call productive and efficient.

Executive Conferencing is equipped to send email invites. This includes the meeting ID, password and the meeting dial-in number. Include an agenda so everyone shows up prepared. Include special instructions like turning off call waiting and remind everyone not to use the hold button. Automatically adding the meeting to the recipient’s calendar will help everyone show up on time.

The host should log in early. This helps alleviate anxiety for others who log in early by letting them know they are in the right conference call. Start the meeting on time. Begin with a roll call and ask everyone to state their name when contributing to avoid any confusion. Keep the call on task by tabling discussions off topic and soliciting information from specific individuals rather than asking the group and waiting.

At the end of the meeting, recap the issues and action items decided on. This helps everyone leave with a clear understanding of what was accomplished. Finally, thank everyone for attending. Not only is this polite but, it makes it clear to everyone that the meeting is over.