How to host a successful conference call


How to Host a Successful Conference Call

  • Use the Right Tools. A good conference call requires using the right tools for the job. …
  • Plan Ahead for a Successful Conference Call. …
  • Be Personable on the Conference Call. …
  • Introduce Yourself and the Participants. …
  • Set Time Limits. …
  • Be Polite and Courteous. …
  • Encourage Questions. …
  • Follow These Tips for Your Next Conference Call. …
Also, brush up on your conference call etiquette to ensure you meet the hosting expectations of your attendees.


How do I set up conference calling?

Set up a three-way conference call: Dial the number of the first person; Ask them to hold, then press R on your phone’s keypad; Wait for the dial tone, then dial the second person’s number; Once they’ve answered, press the R key again, then press 3; Now all three of you can speak together; End a three-way conference call:

How do I start a conference call?

Starting a conference call

  • Navigate to Message via the left-hand navigation bar.
  • Select a group or team conversation via the conversation list.
  • Click the More menu at top right in the center pane.
  • Click Start conference call .
  • Select Start in the Start an audio conference? window.

How to hold a successful conference call?

What to do when everyone is on the phone….

  • Introduce yourself as the leader, and allow all other participants to announce themselves. …
  • Always start the call on time, and conduct a roll call. …
  • Beyond introductions and agendas, the success of a conference call will largely depend upon the structure and purpose of the meeting, and your ability to manage the flow. …

More items…

How to setup a conference call?

Some of the steps you’re going to take to get there include:

  • Create an account
  • Activate and set up your account
  • Schedule your conference call
  • Set up the conference call
  • Start and hold the conference call

How can I make my conference call more productive?

Table of ContentsStick to agenda.Announce yourself when you join.Take meeting notes.Use visual aids when necessary.Record the conference call.

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

Opening the meeting – What do you say to start a conference call?Hello, everyone. Allow me to make a roll call before we start.Hi, everyone. … Now that we’re all here, I think we can start.I think everyone’s connected now. … I would like to welcome everybody here today.

How do you greet everyone in a conference call?

Welcoming participantsHi … (name) you’re the first one to dial in so let’s wait for the others.Hello. This is … Peter from Hamburg.Good morning Peter. Thank you for joining us today.Hello, who has just joined the call?… (name) is also on the line.I just wanted to let you know that …

How do you start a positive meeting?

Here are some best practices for starting your next meeting:Make the purpose of the meeting clear. … Be specific about the purpose of each agenda item. … Ask people to filter their contributions. … Reiterate any important ground rules. … Head off passive-aggressive behavior. … Decide whether to roundtable.

How do you introduce yourself in a conference call examples?

I’m [name], and I’m [professional title] at [name of company], which means I [basic explanation] and I’m excited about [your reason for being at the event].

How do you start an introduction for a meeting?

WelcomeWell, since everyone is here, we should get started.Hello, everyone. Thank you for coming today.I think we’ll begin now. First I’d like to welcome you all.Thank you all for coming at such short notice.I really appreciate you all for attending today.We have a lot to cover today, so we really should begin.

How do you introduce yourself on a phone meeting?

Introduce yourself Say “Hello, this is (name)” to let people know who you are. If you answer the phone and the caller doesn’t give his name, you can say “May I ask who’s calling, please?”. Practise saying these simple phrases to help yourself feel confident at the start of any telephone conversation.

How does a virtual conference work?

Much like a live conference, a virtual event attends planned sessions, but they receive a link instead of receiving an address to attend.

How long does it take to plan a virtual conference?

Some events can be planned and produced in a matter of weeks, whereas larger corporate events that guarantee ROI for virtual event exhibitors and s…

How long should a virtual event breakout session be?

Keep breakout sessions to 30-45 minutes to maintain audience engagement.

What to do when conference call attendees arrive?

Once your conference call attendees start arriving, it’s time to take a deep breath and start acting as host.

How to end a conference call?

Towards the end of your conference call, wrap up by summarizing the key takeaways from the meeting. And then directly address the following steps: 1 Who is responsible for what? 2 Who owns which project? 3 Which questions still need answers?

Why is muting participants important?

That being said, some experts assert that muting participants serve as an enabler for multi-tasking, so perhaps this tip is more useful when an attendee is presenting content, as opposed to throughout the meeting during open discussions.

What to do if you ask a question in a virtual meeting?

If you ask your virtual audience a question and aren’t receiving any feedback, try acknowledging that the question may have been difficult to understand and rephrase it – and let them know it’s okay to take a minute to think about the answer. Consider utilizing your virtual meeting platform’s collaboration tools, like live polling, chats, and interactive whiteboards to encourage participants to engage without being unmuted.

What should participants receive when attending a virtual meeting?

Participants attending a virtual meeting should receive a link to a video call or a toll-free number to join with.

What devices do business people use to call into virtual meetings?

In today’s business world, professionals call into virtual meetings from all kinds of devices: desktops, laptops, mobile phones, and tablets.

What is a town hall meeting?

Conferences or town hall meetings are a great way to get everyone in your organization together for business updates, goal progression, or strategy decisions.

How far ahead should you dial in for a meeting?

The leader should make sure to be dialed in at least two minutes ahead of time, so that they can set the tone from the start—and avoid any small talk as people call in. “What’s going to happen is if you and I start chitchatting, all these people just start beeping in and then it’s just a cluster,” she says.

What should be included in an agenda?

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. Objective No. 1 is let’s determine a date. No. 2, who’s coming? No. 3, we’re going to talk about the food,” she says. The objectives help map the call out, so that participants know what to expect and can prepare.

Is a conference call a waste of time?

An ineffective conference call can be a waste of time. These experts give their tips on how to take charge and run a productive conference call.

What to do after a conference call?

Once your call ends, it’s often useful to send a follow-up email with relevant information and a feedback survey. That way you’ll know what your attendees responded to – and what they didn’t – to improve your conference call sessions every time for maximum results!

What to do if you run out of time to address attendee questions?

Also, if you run out of time to address attendee questions, it’s helpful to assess who remains in the queue and let them know you’ll answer their questions offline at their convenience.

Why do virtual events have questions and answers?

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

Can you handle an important call?

The good news is that with the right preparation and tools, you can handle any important call like a highly-trained operator and avoid any nightmare-inducing situations.

Is it worth providing anything that helps a person at their desk by themselves feel engaged in a virtual event?

It’s worth providing anything that helps a person at their desk by themselves feel engaged in a virtual event. Everyone’s guilty of multitasking during a presentation, and attendees really struggle (or don’t) to stay with the presentation in a meaningful way.

What do you need to do before you start preparing for an international meeting?

The first thing you’ll need to do before you begin preparing for your international meeting is decide which type of international meeting you want to hold. There are several options for the types of virtual international meetings you can have:

Why Have an International Meeting?

If you’re working with colleagues or clients in a different country, maintaining open lines of communication can be a challenge . That’s why hosting a well-organized international meeting and international conference call can be highly beneficial to everyone involved.

How to conduct a successful conference call?

Conducting a successful conference call where in a person holding the main call starts the call and keep adding other participants to it and discuss certain agenda for such conference call. And to hold such conference in a successful manner, a person needs to follow certain steps and they are as follows. 1.

What should a host know about a conference call?

While hosting the conference call the person who is hosting the call needs to understand one thing first that he/she should be aware of all the details about the other participants. By knowing all professional details about the participants of the meeting will help him/her to conduct a successful conference call.

What does it mean to introduce yourself in a conference call?

While conducting the meeting of any form, a person starts with the introduction of oneself. And even in a conference call a person holding the phone or a person going to start the call needs to introduce oneself to the other participants.

Why is a conference call agenda important?

Agenda of the conference call: Every conference call is held in a professional and important way to reach all the participants of the call. A proper agenda for such conference is a very vital because a conference call can be held only with the valid reason. It is a very convenient way of attending the meeting.

What happens if you lose participants on a conference call?

Once a person hosting the conference call start losing the participants then all the efforts he/she have put in to collect all the details would be turned as a waste.

Why does a conference call feel so destructive?

Sometimes it happens that the person holding or hosting the conference call starts feeling little destructive because of the outside force. To avoid such distracting elements a person needs to understand that the conference call is virtually a meeting held over the phone, but physically a person hosting the call needs to imagine all the participants sitting in front of him / her right across the table. This kind of imagination can help him/her to be focused regarding the conference call.

What is the main element of a conference call?

A person hosting the call needs to be very accurate with certain points. The main element would be how to start and end the conference call. Every single conference call should take responsibility of the holding of all the participants together.


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