How to Initiate a Conference Call

Conference calls made easy.

If you run any type of business in which you need to talk to several parties at the same time, knowing how to set up and use a conference call can be invaluable. Conference calls save time and money so that participants don't have to travel to meet. Most business people find conference calls extremely useful because they keep down company costs while increasing productivity.

Things You'll Need

• Telephone
• Conference call hosting company

Instructions

1. Research which hosting company will best suit your needs. Investigate both the free conference call companies and the ones that charge you for the various amenities. Ask other business people you know about which conference call hosting service they use and why, then make your decision based on your information and research.

2. Choose a type of conference call. Choose a basic reservationless call so that you don't have to make a reservation with the hosting company for the call; you can simply choose a time with your own people and have them call in to the conference call center. Choose an operator-moderated call to have someone besides yourself moderating the conference call. Choose an operator-dialed conference call so that the operator calls all the participants and adds them to the conference.

3. Notify participants of the time and date of the conference call with plenty of notice so they can coordinate their schedules. Provide everyone the number to call and the access code, which is usually followed by the # sign. Wait for everyone to dial in, and your conference call can begin.

Tips & Warnings

• Always send out the agenda, time and date of call, and related materials ahead of time to each participant.

• Remind everyone to minimize background noise to keep everyone on task and involved.

• Speak slowly and clearly, and ask for feedback as necessary to make sure that everyone is getting the needed information.

• Stay on schedule, and remember to leave time at the end for questions.

• All conference call hosting services offer you a number of useful options as both the moderator, or leader of the conference call, and for the participants, as well. You can choose to record your conference call, mute and unmute yourself or other participants, have a head count of participants, and have chimes when someone enters or leaves the call. Most conference call hosting services will offer other amenities for a fee, which include getting a transcript or a recording of your conference call for your records.

References

• No Cost Conference: How to Make a Conference Call
• All Conference Services: Choosing the Right Conference Call Hosting Services