How to run a great conference call

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4 Easy Steps to Leading a Great Conference Call.

  • 1. Agendas and planning. Sounds obvious, right? Well we still hear plenty of evidence that a large number of group calls are not organized as well as …
  • 2. Make the call inclusive. Ask specific questions to specific people, use people’s names in your examples, pass the ball around and encourage …
  • 3. Speak slowly and give people time to digest the information. All too often, the speaker cruises through the information too quickly and people …
  • 4. Narrate through the handouts or visuals. If you are working with materials, make sure people always know what page you are on, and where you are …
6 Ways to Run an Effective Conference Call (That People Actually Want to Be On)
  1. Share an agenda in advance of the call. …
  2. Master the technology. …
  3. Send a notification, call in early and take control right away. …
  4. Set the ground rules. …
  5. If a connection is bad, say something. …
  6. Be respectful of people’s time.
Oct 17, 2019

Full
Answer

How do you run a successful conference call?

Make sure the right people are on the call. Keep the call concise and on point and moving along. Have a designated note-taker. Start and end on time. Since Mediacurrent is a distributed company, conference calls are the norm for our remote team members.

What are the best practices for leading meetings and conference calls?

There are plenty of blog posts about best practices for leading meetings and conference calls. These are the oft-spoken items that should be quite familiar to anyone who has conducted even a cursory Google search on the topic: Make sure the right people are on the call. Keep the call concise and on point and moving along.

What is the best time to log on to a conference?

Log on early. If you’re in charge, be the first one in the conference. Even if you’re just an attendee, be on before the conference call is scheduled. Nothing is more disruptive to a call than someone popping in after the meeting’s already started.

Why do we need an agenda for a conference call?

It is a very convenient way of attending the meeting. And also a very effective way of hosting the meeting. An agenda of such conference call needs to set clear because one cannot hold the conference call for a very long time.

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How do you make a conference call more fun?

List of team building activities for conference callsLightning Scavenger Hunts. Lightning scavenger hunts are one of the best games to play on conference calls. … Conference Call Bingo. … Home Tours. … Before and After. … Conference Call Trivia. … Window Wanderings. … Rapid-fire Questions. … Icebreaker Openers.More items…•


What do you say when you start 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.


What should you not do on a conference call?

Don’t Multitask Good conference call etiquette means contributing to the conversation and being attentive to others. Being distracted during a conference call can: Make you miss important information. Slow down the meeting by making people repeat things.


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 start an introduction on a conference call?

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.


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 introduce a call?

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 do you write an intro for a call?

The following is a three-step introduction you can use for any outgoing call:Introduce yourself and the company you work for (slowly and clearly – remember to breathe!) and make sure you’ve got the right person.State your benefit statement – your reason for calling that translates to a benefit to the client.More items…


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.


What to do before a phone call?

Before the call. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected . Technical difficulties during the call can throw off the rhythm of the conversation and waste everyone’s time.


How to start a small talk?

Don’t start unless the key people are there so you don’t have to repeat things. Begin with a summary of the agenda and purpose of the meeting . When appropriate, take time for everyone to make introductions being clear about position and role.


Can you use voice only on a conference call?

Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted. Don’t use a voice-only conference call when having a video call would make presenting your agenda or sharing ideas much easier.


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 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 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.


What is conference call?

Conference calls are collaborative, so consider pausing between ideas or topics to give those on the line an opportunity to share their input or ask questions. Aim to keep each topic or point as brief as possible to allow time for others to speak.


How to foster collaboration on a conference call?

Foster collaboration on the conference call by calling on colleagues to share insights. This can help generate more ideas from the team or support coworkers who might be less confident to speak up on their own.


What is the best way to keep static, breathing or background noise to a minimum when you’re not addressing

Using the mute button is the best way to keep static, breathing or background noise to a minimum when you’re not addressing the call. Remind others to use their mute button if noise becomes distracting.


Why do you need video for a conference call?

Enhance an audio conference call with video when possible or when there is value in showing video or visual elements, like for presentations, site visits or a product launch location. Video can lend important body language and give another level of dimension to your meeting.


Why is it important to end a meeting early?

Ending on time or early is respectful and ensures colleagues can return to work or join other meetings as planned. It shows great time management skills, can enhance your reputation and helps ensure future calls are productive.


Why do we need an agenda?

An agenda helps everyone stay on topic and gives an estimated amount of time for each speaker or discussion item. Share the agenda ahead of time and review it as an attendee to prepare for the meeting.


Can you eat food on a conference call?

Eating food is loud on a conference call, and the sounds can be disruptive. Save snacks or drinks for before or after the call—this way you are not chewing when it’s time to share your input.


How productive is a conference call?

Depending on how well prepared you are, conference calls— like any other meeting— can be extremely productive . . . or a tremendous waste of time. Some attendees prepare well, arrive early, and know enough etiquette to reduce confusion and boost collaboration. Others see the phone—and particularly the mute button—as a way to hide their …


What are the advantages of a conference call?

One of the advantages of a conference call is that many phone services allow call recording. You can store and save the audio from conference calls for later use, or if someone missed the meeting. This can also help when reviewing decisions and action items. 12.


How to avoid calling from your car?

Select a quiet background. When possible, pick a location without a lot of background noise. Be aware that you may be accustomed to certain background sounds that may distract others, like a noisy air conditioner or fan. Avoid calling from your car when possible.


Why is it so confusing to have too many people on a conference call?

With too many people on an audio call, it can get confusing because you have to distinguish between so many voices. Whomever you choose to invite, make sure they really need to be there. For the rest, you can simply send them notes from the meeting.


What to do as a leader in a meeting?

As the leader, you’ll have your hands full managing speakers and making sure the meeting is running smoothly. Request that someone else take notes so you can send those meeting minutes to everyone after the call.


Can you lead a conference call with audio?

While you could certainly lead a conference call that’s pure ly audio , it can be helpful and more engaging to supplement the call with a screen share. There are many web conferencing apps that allow you to do this.


Can you mute someone on a conferencing app?

Stay muted when you’re not speaking, and ask others to do the same. Depending on your conferencing app, you as the host might be able to mute people as you see fit.


How to work properly on a conference call?

To work properly, however, everyone needs to practice the same conference call etiquette. Here’s how. 1. Arrive on Time. You may think punctuality isn’t important for a virtual meeting, especially if you’re only one of hundreds or thousands of participants.


When is a conference call necessary?

When an idea is too complex to explain without a thorough conversation or visual presentation, conference calls are a necessity. For 87 percent of businesses, they are the preferred way to communicate with a mobile workforce.


How to treat coworkers during a conference call?

Treat Your Coworkers With Respect. Participants often forget to act with basic manners during a conference call. That means announcing yourself when you join a meeting, thanking the presenter once it’s done, and saying goodbye to your coworkers before you leave. Not all conference calls are the same, however.


Why is video conferencing important?

Video conferencing can help if multiple people need to share physical objects. If your team has new design materials and mockups to review, for example, video may be the best way to do it. Video can also have major drawbacks. Any eye roll, giggle, or other disruptive behavior could be projected on a big screen.


Can you leave your presenters hanging?

Not only will you miss valuable information, you could leave your presenters hanging. It can be intimidating to present to a virtual workforce. Presenters don’t get the same nonverbal responses they get in person. It can be hard to know if their message is landing or if they’ve lost their audience.


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.


How to do a conference call?

1. First, start with dialing a number: Once a person starts the conference call he/she should aware of all the technical terms of the telephone. He/she should start with dialing the number and also have to let the other person who involved in the phone know that he/she is going for conference calls. 2.


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 does tapping on merge call do?

By tapping on merge calls option, a person hosting the meeting will get connected with other participants of the conference call. This will help a host to be aware of all the new things of the digital world.


What does it mean when you lose your attention during a conference call?

During the conference call, it is possible that a person hosting the conference call may start feeling that he/she is losing the participants’ attention, but if that happens then it is a very downward thing for the hosting person. This means that he/she is not being very interesting during the conference call. This may be a failure of the person who hosted the conference call that he/she was not able to hold the attention of the participants.


What can a person holding a conference call do?

This can be helpful for those who want to understand new elements added in the conference call. He/ she can access certain applications in the middle of the conference call and this will be kept to oneself without letting others know about it.

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Agenda

  • There are plenty of blog posts about best practices for leading meetings and conference calls. These are the oft-spoken items that should be quite familiar to anyone who has conducted even a cursory Google search on the topic: 1. Create and share the meeting agenda in advance of the call that includes: 1.1. why you are meeting 1.2. who is attending the meeting 1.3. when is the meeti…

See more on mediacurrent.com


Before The Call

  1. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected. Technical difficulties during the call can throw off the rhy…
  2. Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted.
  1. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected. Technical difficulties during the call can throw off the rhy…
  2. Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted.
  3. Don’t use a voice-only conference call when having a video call would make presenting your agenda or sharing ideas much easier.


Starting The Call

  1. Join the call at least a minute or two before the scheduled meeting time.
  2. Share a quick story about the weekend or question that you know will start a conversation while waiting on everyone to join. That way, you’re not all silently sitting there and it starts building a…
  3. Wrap up the small talk quickly as soon as everyone has joined.
  1. Join the call at least a minute or two before the scheduled meeting time.
  2. Share a quick story about the weekend or question that you know will start a conversation while waiting on everyone to join. That way, you’re not all silently sitting there and it starts building a…
  3. Wrap up the small talk quickly as soon as everyone has joined.
  4. Don’t start unless the key people are there so you don’t have to repeat things.


Conducting The Call

  1. Address someone by name if you want them to respond so there aren’t awkward pauses if someone isn’t paying attention or aren’t sure who needs to answer something.
  2. Silently count for 3 seconds before switching topics.
  3. Provide regular time checks so everyone knows when time is getting close.
  4. When not speaking, attendees should mute their phone/mic, especially if they are in a place …
  1. Address someone by name if you want them to respond so there aren’t awkward pauses if someone isn’t paying attention or aren’t sure who needs to answer something.
  2. Silently count for 3 seconds before switching topics.
  3. Provide regular time checks so everyone knows when time is getting close.
  4. When not speaking, attendees should mute their phone/mic, especially if they are in a place where background noise is present or possible. It can be very distracting to suddenly get an earful of ba…


Ending The Call

  1. Provide a meeting recap at the end of the call.
  2. Confirm that everyone is in agreement with next steps, responsibilities, and deadlines.
  3. Silently count 5 seconds when closing the call.

See more on mediacurrent.com

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