How to Host A Conference Call

Holding a conference call is often the preferred mode of communication for training and disseminating information to small and large groups of employees. Chalk it up to tight budgets or simply embracing technology, conference calls are here to stay. For a conference call to be effective it must contain several important elements. Read on for the steps to hosting a successful conference call.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Meeting Agenda
• List of Invited Attendees
• Conference Bridge
• Telephone
• Microsoft Outlook
• Follow Up Survey

1. Establish the purpose or goal of the call.
   What is the outcome you hope to achieve by holding the conference call? If there was one thing you would like each attendee to take away from the call, what would it be? Once you have determined the purpose or goal of the conference call you are then ready for Step 2.

2. Determine who should attend the conference call.
   When deciding who should attend the call, make sure that it is important for that individual to hear the entire message. Would it make more sense to excuse Susie Smith from the call if it contains only one piece of information that is relevant to her position? Consider emailing her the appropriate information instead.

3. Create a conference call agenda.
   This should follow the format of a good meeting agenda. It should contain the date and time of the call, conference call telephone number, conference bridge number, and the name and title of the individual hosting the call. Topics to be discussed should then be listed with the amount of time allotted for discussion. If appropriate, include the list of guest speakers as well along with their topics and discussion times.

4. Distribute the conference call agenda one week in advance of the call.
   This is best done via the New Meeting Request feature in Microsoft Outlook. This allows you to invite specific individuals using their email address. The recipient may respond to your request to attend the conference call with "Accept, Decline, or Tentative". You should attach a copy of the agenda to the e-mail request. If you require attendees to read materials in advance, these should also be attached to the email invitation.

5. Host the conference call.
   The key to success is sticking with the agenda. If the call goes off topic gently refocus the group and inform them that you will have to address that topic offline.

6. Solicit feedback.
   Distribute a follow up survey within 24 hours of the conference call. For best results, distribute the survey immediately after the call. You may choose to withhold certificates of attendance until they are received. Use the feedback to improve your next call. A link to a popular online survey tool is provided in the Resources section.

Resources

• http://zoomerang.com/online-surveys/survey-software1.htm?_kk=online%20survey%20tool&_kt=3767825a-1fe8-4892-8cdd-a2a52c267234

[RENorton]

on 10/8/2008 Excellent article. Thanks for the tips!

[dsarokin]

on 10/7/2008 I spend, oh, half my life on conference calls. I'm going to make sure everyone sees your article. It's great.

[chaddie01]

on 10/7/2008 Nice read! 5 Stars!