When it comes to conference calls there is a proper way to do it and an improper way. If you are new to the business world then you may not know how to conduct a conference call. This is an especially important skill for anyone who is starting their own business. Following are a few helpful suggestions when it comes to properly conducting a conference call.
One of the first things that you should do is make sure that everyone who will be involved in the conference call has a copy of the meeting itinerary. What this means is that everyone should know who is going to be speaking and when. Just because you are having your meeting over the phone does not mean that there is no outline for the meeting. Telephone conferences should be conducted the same way a regular face to face meeting would be conducted. Next you should suggest to everyone who will be a part of the conference call that if it is not there turn to speak or if they are not making any comments they should use their mute buttons.
Using a mute button during a conference call when you are not speaking helps to cut out all of the background noise that you may here. It may also be a good idea to go over the itinerary for the meeting just in case any one failed to look at it. If someone is using a cell phone in order to be part of the conference call you should let them know what to do if they are disconnected. Since this does sometimes occur with cell phones, it is important that each individual using a cell phone knows what to do if there call is dropped. Also it would be a good idea to record the entire meeting, this way if you do lose someone they can always review the notes from the meeting later to see what they may have missed. Cell phones are a great idea for conference calls since they allow people to get multiple tasks done while still participating in a conference call. You just have to make sure that you plan properly.
Just remember that it is important to make sure that you or whoever is conducting the meeting, stay in control at all times. Ask that if anyone has any comments or suggestions that they wait until the end. There should be a separate time set aside for comments and suggestions to be made. This way you will not have to worry about anyone interrupting when you or someone else is speaking. If you stick to your meeting outline, then you conference call will definitely be conducted properly and everyone will get the information that they need. Remember that the key to a successful meeting is to take the time to plan ahead.
