How Do I Operate Conference Calls?

Conference calls are used to convey information to a group of people who cannot meet in person.

Conference calls are a part of the business atmosphere. General information, brainstorming for a project, emergency procedures and training can all be completed through a conference call. At some point in a person's career, they will participate in a conference call, and as he moves up the corporate ladder, will most likely set up and run a conference call. It is important that a person know what is involved in setting up a conference call and how to run the call so it is successful and the agenda is executed.

Instructions

1. Invite attendees as quickly as possible. Send out the information about the conference call. Include the call in number, required passcodes, the date, time and subject matter of the meeting. If attendees are in more than one time zone, make sure to convert the meeting time to their time zone, or include all time zones in the information. For example, if the meeting is set for 11 a.m. Eastern Time, also include 10 a.m. Central, 9 a.m. Mountain and 8 a.m. Pacific Time.

2. Learn how the phone system works before the meeting. Determine how the mute button works as well as the conference software if the conference call also includes a web telecast. Make sure everyone investigates if their hold button plays music while engaged. If the hold plays music, request that attendees who need to take phone calls during the meeting drop off the meeting and dial back in after they have completed their phone call.

3. Treat the call like any other meeting. Expect attendees to be on time and do not wait for late attendees to arrive before starting. Start the meeting promptly at the scheduled meeting time, take attendance and make note of absent attendees. Have someone take notes, or have the meeting recorded. If time allows, have everyone introduce themselves, if there are too many attending for this to be feasible, have all meeting participants who speak first introduce themselves before making their points.

Tips & Warnings

• Remember phone etiquette while on the conference call. Eating, shuffling papers and humming are disruptive on a phone call. If you must engage in these things, use the mute button.

• Pay close attention to what is said during a conference call. Because there is no face-to-face contact, misunderstanding can occur if statements are not clarified.

References

• Management For the Rest of Us: Conference Call Etiquette -- the do's and don't's of multi-way phone conversations