A good time to have a brief conference call


Make sure you know how to identify what times and days work best for conference calls with your team. One suggestion is to aim for Tuesday afternoons, but not too late in the day. If that doesn’t work out, try to make conference call times available in the middle of the week at times around mid-day.


What is it like to be on a conference call?

Conference calls are conversations, and even the most robust and detailed agenda can’t predict when something slightly off topic but super important will get discussed on the call. It’s much harder to try and remember an important detail that you didn’t write down because it didn’t seem like a highlight.

What is the best time to schedule an international conference call?

Even if you’re accustomed to scheduling meetings within your office, finding the best time for an international conference call comes with its own unique set of challenges. As a rule, just like with face-to-face meetings, it’s best to keep the total meeting duration scheduled for an hour or less.

Do you have the right meeting agenda for your conference call?

The right meeting agenda will not only keep your conference call or online meeting on time and organized, but can help facilitate project success. Here are some of the best agenda templates we’ve found to meet a variety of your conference call needs.

Should you take notes during a conference call?

As you’re taking conference call notes, keep in mind that is best to try to take down as much detail as possible during the call itself. Don’t worry if you aren’t totally tracking the direction of the call. You’ll have time to make sense of everything after the call is over.


What is the best time for a conference?

However, if you’re looking for a general chunk of time, our research suggests that the tried and true best time to schedule a meeting is mid-morning, between 10 am – 12 pm. This is true for everyone regardless of role, industry, or location.

How do you politely ask for a meeting time?

How to write a meeting request emailStart with an explanatory subject line. … Use a professional salutation. … Introduce yourself. … State the purpose of the meeting. … Suggest a possible date and time. … Request for a reply. … Proofread before sending. … Follow up and remind.

How early should I join a conference call?

It depends on your schedule and what the nature of the call is. If it’s a qualified prospect for a sales call, you might give them 10 minutes, and send a quick email after 5 or 10 minutes asking if the other participant(s) would like to reschedule, or if they’ll still be joining.

How long should conference calls be?

Schedule the call for the length of time you need, and remember that this can be five, 10, or 20 minutes. You should not be rounding to the nearest 30-minute increment. If you know ahead of time that you’re going to be late for a call, let the other person know via email and offer to call them when you are ready.

How do you politely ask for a phone call?

How Do You Politely Ask For A Phone Call?Hello Sir, my name is. … I’d like to make an appointment for a phone call.Could I make an appointment for a phone call?Could we schedule a phone call?May I have a phone call with you?Can I have a phone call with you?Do you have time for a phone call?More items…•

How do you ask for availability on a call?

How To Ask If Someone Is AvailableExpressions. Examples. Are you…? Are you free tomorrow? … Are you. free. available. at this time? … Can you. give me. a second? a minute? … Do you. have. time? a second? … Is this. a good time. to talk? … May I. have a word. with you? … Let me know. when you are. free. … Is your schedule open. at this time? now?More items…

What are the do’s and don’ts of conference calling?

Here are some dos and don’ts to keep close by as you participate in your first conference calls.Do: Arrive early or on-time. … Don’t: Forget the log in details! … Do: Announce yourself when speaking. … Don’t: Use slang or short-forms. … Do: Learn the technologies and know where the mute button is. … Don’t: Talk over people.More items…

What time is best for all timezones?

But instead of memorizing who’s in which time zone, we’ve found an easy solution that works for everyone most of the time: 2:00 p.m. EST. 2:00 p.m. on the East Coast—11:00 a.m. on the West Coast—is often the perfect time for a meeting.

How long should you wait on Zoom?

Try 5-10-15: 5 minutes for informative meetings or social calls. 10 minutes when meeting with an equal. 15 minutes when Zooming with a client or your boss!

What is teleconference etiquette?

Don’t Speak Over Others Like in a face-to-face meeting, it’s proper etiquette not to speak over others during a teleconference. Take notes about comments and feedback that you have, and politely wait your turn to interject. This way everyone has a voice during the meeting.

What do you say at the end of a conference call?

Closing the Conference Call Effectively Make sure to provide attendees any relevant follow-up information and conclude with a strong call to action if relevant. Some closing examples include: Please join us for our next call on NEXT CALL DATE AND TIME.

1. Introduction

To start, make sure to introduce yourself and anyone you’re calling in with. Also, introduce participants that are not in your office if they’re unfamiliar to the group.

2. Get to the Point

Next, open by giving a brief summary as to why you’re meeting, and what you hope to accomplish during the call.

3. Plan Speaking Order Ahead of Time

Plan out the order that each person will speak in, if you know who you need to hear from. Perhaps even email out an agenda ahead of time so there’s no uncertainty about who speaks in what order. That way you can avoid dead air, talking over each other, and generalized confusion that can disrupt the call.

4. Steer Discussion Successfully

You may be able to plan the overall order in which topics are spoken about, but you can’t immediately control the conversation as it unfolds. Instead, you have to shape the flow of the conversation in a polite way.

5. Give a Summary of the Call

At the end of the call, give a summary of what your group has accomplished. Highlight how the call brought your team closer to the goal you set in Step 2. And remember to list any tasks that need to be accomplished in the future. Give a tentative date for when you’ll meet again. Also, thank everyone for their time.

How to schedule a conference call?

1. Consider Your Participants’ Locations. If you’ve been tasked with scheduling a live, long-distance conference call, it’s important to consider every participant’s physical location. As you figure out the best time for your international conference call, you’ll have to think beyond time zones and consider where people will be during …

How to set time zone in a conference?

Start by making a column for each time zone where conference participants will be dialing in from. Each row will be used for various meeting times. Put your own time zone in the first column and start with a time that you know works for you. Use an international clock to fill out the rest of the slots in each row for all the different time zones. …

Why is it important to keep meetings short?

In addition to being mindful of everyone’s time, keeping meetings (whether in-person or via a conference bridge) on the shorter side encourages productivity and helps keep each participant focused on the objective at hand.

Do international conferences take place in the middle of the night?

You’ll need to make sure any international conference calls you schedule don’t take place in the middle of the night in someone’s local time zone. If you want to have the most efficient meeting possible, make sure your scheduled time is convenient for everyone attending. Do your best to check each local time zone to ensure …

Can you see what time slots are available for conference calls?

While internal calendar apps like Google Calendar are helpful when scheduling conference calls within your own company, it’s not always possible to see what time slots participants from other companies have available. When it comes to scheduling the best time for an international conference call, there are a few different ways to go about …

1. Share an agenda in advance of the call

On that agenda, include anything that people should know. For example, is it a phone call or a video call? Who will be on the call? What is the purpose of the call? How long will it last? What is the dial-in information? Abbajay says the agenda should outline the objectives for the call, as well. “Let’s say we’re going to plan a party.

2. Master the technology

Whether you’re using a dial-in number, a video service or calling from a device in the conference room, make sure you know how to use it.

3. Send a notification, call in early and take control right away

Abbajay says that whoever’s leading the call should schedule a notification to go out to participants 15 minutes before the meeting begins, so that the dial-in info is at their fingertips.

4. Set the ground rules

Before the meeting progresses, it can be helpful to set ground rules. Brownlee, for example, empowers participants in calls to chime in—literally—if someone is rambling or gets off topic: she tells them to hit the # sign on their phone keyboard.

5. If a connection is bad, say something

When someone has a static-y connection, is in a loud environment or their phone keeps cutting out, it’s frustrating and annoying for everyone on the call. Abbajay says it’s necessary for the leader to intervene.

6. Be respectful of people’s time

If a person isn’t needed for the entire call, Brownlee makes sure to allow them to participate in the beginning and then hop off when their portion is done.

What to do if you aren’t happy with conference calls?

If you aren’t happy with how your recent conference calls have been going, do something about it. Pass out a conference call agenda from now on that will make it easier for people to pay attention to what’s happening during your calls.

What is the problem with people talking on a conference call?

Figuring out who is going to speak during a conference call and when they’re going to talk is another problem that companies run into during meetings. People often end up talking over one another or not participating at all when there aren’t any set speakers.

What is conference call?

Conference calls are conversations, and even the most robust and detailed agenda can’t predict when something slightly off topic but super important will get discussed on the call. It’s much harder to try and remember an important detail that you didn’t write down because it didn’t seem like a highlight.

What is the most important part of taking conference call notes?

Organizing Notes After the Call. The most important part of taking good conference call notes is the post-conference organization. Conference calls are a conversation, so the call most likely won’t go in a perfectly logical or easy-to-follow order.

How to make a conference call agenda?

A key part of distributing a good conference call agenda ahead of time is setting reasonable expectations. An effective conference call relies on everyone knowing exactly what is expected of them before the call starts. Make sure your agenda spells out clearly: 1 Who is talking about what on the call 2 When there is a dedicated time for questions and open discussion

Why are meeting notes important?

Meeting notes are vital to a business’ productivity as they hold the key to transforming conference calls from literal talk into actual action. And while taking notes might seem simple, there’s a lot more that goes into taking good conference call notes than meets the eye. Taking notes is a science. And if you already know how to take minutes …

How many parts are in a conference call summary?

There are three main parts to a call summary, assuming you took good conference call notes. While specific summaries vary based on various types of businesses, the following three sections are the foundation of every conference call summary.

Do conference call transcriptions use AI?

One thing to note about conference call transcription services is that some providers use AI for their transcriptions while others use real humans. We always recommend going with a real human transcription as conference calls often feature jargon or language that is specific to a business that AI tends to get wrong.

What is a conference call meeting?

A conference call meeting is just like any other business meeting. The only difference is that it’s conducted through phones rather than in person. It’s an effective way to stay connected with your team without having to meet face-to-face. Thinking of conducting a conference meeting through a call?

What is reservationless conference call?

Reservationless. In contrast to the operator-assisted option, reservationless conference calls aren’t facilitated by an operator. Instead, the host is the one that facilitates the call. The main advantage of reservationless conference calls is that you can set up a meeting without having to reserve a conference line.

How many symbols are needed for a teleconference?

In addition to a dial-in number, you will also be provided with an access code to input when you join a teleconference. Access codes are usually seven symbols, and if you’re the host, you need to distribute the code to the meeting participants.

How to stop notifications from sounding off?

To avoid any distracting notifications from sounding off whenever someone tries to call you, turn off your phone’s call waiting feature. Instead, set up your phone to send incoming calls to voicemail.

Can you teleconference with a dedicated dial in number?

This means you’ll be able to teleconference anytime .

Can you use a landline for conference calls?

Traditionally, conference calls were done through a desk phone and conducted using a landline connection. This is still a viable option if you don’t have a stable internet connection . If you do have a good internet connection, you can connect it to your desk phone and install a VoIP service instead.

Can you join a conference call from anywhere?

Participants can join conference calls from anywhere in the world. If you’re calling a local number, you only need the phone number itself and the access codes to enter the call. Take note whether the number is toll or toll-free to avoid any surprise charges to your bill.

When a conference call is coming to a close, is it beneficial for all involved?

When a conference call is coming to a close, it’s beneficial for all involved if the leader recaps to-do items that may have resulted. This may include scheduling a follow-up call to address other, tabled issues or next steps to be taken by specific participants as a result of the conference call.

What is conference calling?

Conference calling is a tool that helps to connect business professionals in a setting that allows for three or more parties to interact and communicate. Whereas traditional phone lines had limited the number of parties that could effectively be involved in a business call or discussion, conference calling has broken down …

Why is it important to have a conference room?

Firstly, securing a space conducive to a conference call is necessary to ensure that everyone can hear and speak effectively. A closed office or quiet conference room may be best and allow for maximum ease of communication. Having access to any necessary equipment, be it the conference equipment or a computer, is also important.

Why is planning ahead important in a conference call?

Planning ahead is also critical to an effective conference call, as it will help to keep the call on track. Prior to a conference call, organize and have ready any talking points or questions that pertain to the purpose of the call.

Why do businesses use conference calls?

Any business that needs to communicate with multiple people, simultaneously, can benefit from conference calling services; they allow for all parties to be involved, communicate, and listen in order to convey important information.

What is simulating a conference?

By simulating a traditional conference or boardroom setting in concept, it is an effective way for all necessary parties, regardless of their location, to be active participants in the call and hear the important information being discussed first-hand, not as a brief by a single person after the call has already taken place.

Bad: Merrill Lynch, Third Quarter of 2007

Oct. 24, 2007: In anticipation of the release of its quarterly results,

Good: Apple, Research In Motion and Dick’s Sporting Goods

It’s hard to say which one of last quarter’s good conference calls can be regarded as the best (because there are several really good ones). However, three calls do stand out in my mind:

What is the agenda of a conference call?

During the call, the agenda keeps discussions on-topic and on-time. After the call, the agenda is a reference, documenting outcomes and assignments.

What is a combination agenda and minutes template?

This combination agenda and minutes template is designed for project or product managers. It includes dedicated areas for both opportunities and risks. [ TechWhirl] This agenda works well during a video conference where engaging debate will be had and should be documented.

What is a company meeting?

Company meetings are a unique case—they must be heavily stage-managed to keep the entire agency interested without omitting important information. This agenda template organizes meeting sections by business area. It should work for most companies. Read the accompanying article with tips for CEOs on how to run these meetings. [ Geckoboard]

Why is an agenda important?

An effective agenda is structured to help accomplish the team’s needs. Whether that is to assess work status, prep for a project, address urgent problems, or review completed accomplishments. The right meeting agenda will not only keep your conference call or online meeting on time and organized, but can help facilitate project success.

What is the purpose of the three page agenda?

An extensive, three-page agenda. Page one covers the details and planned topics of the meeting. Page two is for noting items that should be covered at the next meeting. Page three is a place to document the meeting’s minutes. [ 4Good ]


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