How to handle conference calls multiple attendees


How do you do a conference call with multiple people?

How to make a conference call on an AndroidMake a call.After connecting, press the “Add Call” icon. The graphic features a person with a “+” next to it. … Dial the second party, and wait for them to answer.Press the “Merge” icon. This will appear as two arrows merging into one.

How do you manage a large conference call?

Summary: There are two ways to manage large conference calls. One method is to host the call yourself. The other option is to run an operator-assisted call where all aspects of the event are overseen by a specially-trained professional lead moderator.

How many people can be in a conference call at once?

five callersSetting up a conference call with an Android mobile device is a simple process that only takes a few steps. Conference calling on Android supports up to five callers at once.

How do you conference call with more than 5 people?

To make a three-way call from your Android smartphone:Dial the first call, and wait for the recipient to pick up. … Tap the Add Call button.Dial the second number.Touch the Merge or Merge Call button.Repeat steps 2 and 3 to add more callers to the conference.More items…•

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

Conference Call Etiquette: 7 Dos and Don’tsBe on time.Fix technical issues beforehand (test equipment)Don’t eat or drink anything.Use the mute button (when not speaking)If the host…have agenda.Choose a quiet location.Speak up, silence isn’t always the right choice.

What are the things we should do and not do during a conference call?

In order to achieve a productive conference call, here are five things you should avoid.Arriving late. This is pretty simple. … Meeting in a noisy environment. Try your best to avoid noisy locations. … Pressing the hold button. Do not press the hold button during a conference call. … Multitask. … Hogging the spotlight.

Can I use zoom for a conference call?

Zoom Phone conference call allows three or more participants to join the same phone call simultaneously. Participants can be added to a conference via an extension, a phone number, a search in the contact list, or by merging a call that is on hold.

How many calls can be connected in conference call on WhatsApp?

Group calling allows up to 32 participants to voice call with each other using WhatsApp for free. Voice calling uses your phone’s internet connection rather than your mobile plan’s minutes.

How do you add a third person to a call?

How to conference call on an Android phoneType in the phone number you want to call, or swipe through the list of contacts until you come across the person you want to call. … Once the person you’ve called picks up the call, tap on the + symbol labeled “Add call.” … Repeat step two for the second person you want to call.More items…•

How do you manage a conference?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…

How do you control a conference?

Here are 5 quick tips for staying in control of meetings:Prepare people in advance. Send a meeting agenda in advance. … Have very specific goals. The more specific your goals, the better. … Timebox everything. Allot specific amounts of time to specific parts of the agenda. … Cut people off. … Mutual goals and value.

How do I host a conference call?

10 Steps to Organize a Conference Call:Set a clear meeting agenda. Organize meeting objectives in an outline for a clear path to follow. … Find the best time to meet. … Send a calendar invite. … Find the mute button. … Join early. … Kick off with ground rules. … Ask questions. … Jot down ideas, questions and feedback.More items…

How do you lead a conference call script?

The best conference call script structureA concise opening and brief introduction of yourself (the speaker)The reason(s) for the conference call, covered briefly.Some background information about the conference call.The main presentation.Some time for discussion (if necessary)A Q&A session.The closing remarks.

Can host record conference call?

Hosts typically can and should take advantage of recording features through their conference call service. Record the conference call start to finish, and make it available online for those who miss it. You’ll avoid the time and annoyance it takes to fill someone in on the material.

Should participants expect to speak directly to the current topic?

Lastly, participants should expect to speak directly to the current topic, and only when they have something valuable to contribute, or they are asked or addressed directly. This will help avoid everyone getting off-topic, and keep the call at a short length.

Can you take a side discussion that doesn’t fit in the current conference?

You can take a side discussion that doesn’t fit in the current conference “offline,” offering to discuss it individually with one person or the appropriate group of people later, perhaps after everyone else has left the call. Do everything in your power to end the conference at the same time you said you would.

How to make a conference call?

1. Control the environment to minimize distractions 1 Find a quiet space to minimize background sounds and distractions. Eliminating disturbances is especially important for the meeting host. For example, a large room could have echoes or a corner near the window could have street noise. 2 Test your conference call technology before you get started to make sure your microphone, speaker, and video are all in working order and at a good volume. 3 Stay on mute when you’re not speaking. Even small sounds like the wind blowing, or a neighbor’s dog barking, can derail a fruitful conversation. 4 Use a headset with noise-canceling microphones to improve audio quality. A hardwired headset will commonly have better quality than Bluetooth. 5 If sharing a small room or office with a colleague, avoid having each person call into the conference call as it could create a distracting feedback noise.

How to start a conference call early?

It’s important for the meeting host to join at least 5 minutes early to kick off a productive discussion. Send out a focused agenda at least 24 hours ahead of the conference call. Consider allowing participants the ability to add questions or feedback before the meeting.

How to improve audio quality?

Use a headset with noise-canceling microphones to improve audio quality. A hardwired headset will commonly have better quality than Bluetooth. If sharing a small room or office with a colleague, avoid having each person call into the conference call as it could create a distracting feedback noise. 2.

How to minimize background noises in a meeting?

1. Control the environment to minimize distractions. Find a quiet space to minimize background sounds and distractions. Eliminating disturbances is especially important for the meeting host. For example, a large room could have echoes or a corner near the window could have street noise.

Why is it important to have a high quality meeting?

That’s why it’s valuable to have effective technology, prepared meeting hosts, and high levels of participation to help take teamwork to the next level.

How to keep everyone focused during a conference call?

Keeping everyone focused during a conference call is difficult. These remote meetings are often plagued by common distractions that result in others losing focus. Background noise, for one, is an irritant. It makes hearing the conversation over the phone line hard, making others miss important information. If you are using a microphone or speakerphone, be aware of your location and surroundings. You do not want your device to pick up every little sound you make. Be also aware of your electronics as they can cause interference, affecting the quality of your call.

Why is remote meeting bad?

One of the downsides to remote meetings is the lack of engagement, which causes many professionals to disengage or multitask during a call. Many managers prefer face-to-face meetings over remote ones. Distraction is tough competition, especially when participants are hidden from view. However, there are ways to improve remote collaboration.

What to do if you are checking email during a call?

If you find yourself checking email during most of your calls, they are either too long, they are too many people involved, or you don’t need to be on them. Five minutes before the end of the call, warn everyone that it’s wrapping up , and ask if there are any questions.

What to do when you are muted on a call?

If you are the call organizer, it is your job to call on people to participate if they are not speaking up and someone else is monopolizing the conversation. Use the mute button strategically. If you are muted for 90% of the call, you likely aren’t fully paying attention.

How to avoid signal issues on landline?

The more people on the line, the less everyone pays attention. Make sure you are taking the call from a quiet location with a good signal. Using landlines whenever possible helps avoid signal issues.

What to do if you are waiting for stragglers?

Waiting for stragglers only encourages them. If you are joining a conference call, immediately introduce yourself so no one is surprised that you were listening in for three minutes on what they thought was a one-on-one conversation. If someone joins late, do not catch him or her up. It wastes everyone else’s time.

How many people should be on a roll call?

In the first few minutes of each call, confirm how long everyone has to talk, so you can manage the conversation accordingly. If you have more than three people on the line, the organizer should do a quick roll call to make sure everyone is there, and introduce them briefly if possible.

What to do if you call but don’t pick up?

If the person you are calling does not pick up, do not leave a message the first time. Try again one or two minutes later, and if they don’t pick up, leave a message and also email, letting them know you called and stating how much more time you’ll be available. Don’t call again after that unless it’s urgent.

Can you use a slide to present on a phone call?

This is especially important when using an unknown office phone system. I don’t recommend using slides to present something on the call, unless you’re doing a demo, but if you are, don’t send them around via email.

Follow These Steps to Boost Your Conference Call Presentation

So, it’s time to start your 100-person conference call when suddenly you freeze up. You mumble a few words and then… silence. No one knows what to do, and the speaker doesn’t begin their presentation. You try to take questions, but you can’t hear anyone…

How to Start a Conference Call

Begin your call on the right foot with an organized, concise opening. Some of our favorite tried-and-true introductions include:

Dig into the Main Presentation

After that, the speaker will delve into whatever topic they have prepared. The key here is to allow the speaker to present their content in a way that the audience finds engaging from a remote setting. A few things to do along the way to engage the audience:

Managing Conference Call Q&A

Many virtual events feature a Question & Answer session to further engage their participants.

Closing the Conference Call Effectively

Once you’ve run through your program and question session, it’s time to wrap up the call in style. Make sure to provide attendees any relevant follow-up information and conclude with a strong call to action if relevant.

How to avoid talking over each other?

Begin with a summary of the agenda and purpose of the meeting. To avoid people talking over each other, address questions directly by name if you want someone to respond. As facilitator, keep track of who is speaking and ask those who are quiet for contributions.

How to prepare for a meeting?

Prepare and share the meeting agenda in advance of the call that outline the purpose of the meeting, when the meeting will take place, and how attendees will access the meeting. Include the goals for the call and any specific discussion points. Informing people before the call helps them prepare for the discussion and gives them a chance to think about how they might contribute to the conversation.

What to do if you are using a service other than a telephone?

If you are using any service other than a telephone to conduct the meeting, be sure to inform your group to hold a test run so technical difficulties can be identified or avoided. Organizers should be prepared with a back-up should something go wrong.

Why do you have to introduce yourself when you start a call?

Always introduce yourself when you start the call to ensure everyone can identify you as the moderator.


What Do I Talk About?

  • While the possibilities for what to talk about on a conference call are endless and totally depend on your business, there are a couple of general guidelines to follow. First, you should stick to one general topic for the call for best results. While many may use conference calling for standard weekly meetings, it’s best to avoid having a conferenc…

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How Long Is It?

  • Expect or plan for a conference call to last about an hour. It can definitely be less—there’s no need to fill time because you wanted to round to an even number in your email invitation. It can also be more in some cases, like a large event conferenceor an in-depth training video. But even then, a conference generally should not go over two hours. If you’re the host, do your best to reroute co…

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Who’s there?

  • So who are all those other faceless voices on your phone conference, or that one person seemingly writing a novel via the chat on your web conference? Conference call hosts should know exactly who’s on the call by opting into features that allow them to see who joins in, what their names are, and when they leave. Many phone conferencing services will allow you the opti…

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What If I Miss It?

  • It happens—despite your best intentions, the reminders that a call is mandatory, and the ways you can access it on-the-go, you’re going to miss an important conference call from time to time. However, there are several ways to make this easier on you, the host, and the other participants. Hosts typically can and should take advantage of recording features through their conference ca…

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