Dealing with conference calls is never easy, especially if your call partners come from different cultural backgrounds and have different timetables. Also, conference calls do not allow direct, personal contact with the other partners or any visual materials that can lead to a better understanding of the choruses proposed. In addition, reaching a convenient timetable for all participants is nearly impossible to achieve, thus in most of the cases, some of the callers will have to make a compromise regarding the working hours. Nevertheless, mastering the art of conducting a brilliant conference call is something achieved in time and with plenty of practice. Here are some tips to guide you through the process of a successful conf call:
A good conference chair will always have an agenda with the most important things to discuss during the meeting. Schedule ahead, consult with your trustworthy partners and set up a not too scruffy agenda to comply with. There is no reason bulking the entire month in only one day; keep the daily agenda light and allow your partners the opportunity to express their own points of view.
Make a list with the conference attendants
The key to a successful conf call by brandedbridgeline is to know a little something about each of your conference attendants. Make a list with all your conference attendants, where they are from, for how long are they working in the company, or any other general information that might come in handy once. However, do not overcrowd the conference call with more people than necessary, or else the conference will easily turn into a chaotic, unproductive meeting where people can gossip about anything.
Send a reminder email
Depending on the hour you established your call, send a reminding email to all attendants. If the conference takes place in the morning, make sure you send the reminder the previous day with a maximum two hours before the office working schedule ends. If the conference takes place in the afternoon, send your reminder immediately after lunch so that attendants will still have some time left to prepare for questions, answers, or any other problems they might want to discuss during the call.
Find a quiet, peaceful room
Another important factor of your conference’s success is to find the perfect place to set it up. If your company disposes of a conference room, book it in advance to make sure there are no other activities there in the day you plan on having the conference. If you do not benefit from a specialized conference room, any quiet room with no noises is preferable. Make sure there are no outside interruptions during the meeting, the doors are closed, and the phone line has a good exterior connection. This will prevent you from losing precious time and create further confusions and misunderstandings.
Do not be late on your own conference call meeting! Arrive at least 10 minutes earlier to set up the conference line and make sure everything runs smoothly. Also, make sure you stick to the agenda you already planned. Should there be unattended matters raised during the conference, write them down and discuss them at the end of the meeting, preferably in a more informal style.