How to Conduct a Conference Call: Tips and Best Practices

Conference calls are a crucial part of modern business communication, enabling teams to collaborate and stay connected even when they’re miles apart. However, leading a successful conference call requires more than just dialing in and hoping for the best. In this article, we’ll take a deep dive into how to conduct a conference call that’s efficient, effective, and engaging for all participants.

Preparation

Before you even think about scheduling a conference call, you need to make sure you’re fully prepared. This means choosing the right platform, testing your equipment and internet connection, and creating an agenda to keep the call on track.

Choosing the Right Platform

There are a plethora of conference call platforms out there, from Skype to Zoom to Google Meet. When choosing a platform, consider the number of participants, the features you need (such as screen sharing or recording), and the ease of use for both you and your participants.

Testing Equipment and Internet Connection

There’s nothing worse than getting on a conference call, only to find out that your microphone isn’t working or your internet connection is spotty. Before the call, test your equipment and connection to ensure that everything is in working order.

Creating an Agenda

One of the most important aspects of a successful conference call is having a clear agenda. This will help keep the call on track and ensure that all participants are on the same page. Be sure to share the agenda with all participants before the call, so they know what to expect and can come prepared with any necessary materials.

In the next section, we’ll discuss how to invite participants to your conference call.

Inviting Participants

Once you’ve chosen your platform, tested your equipment, and created an agenda, it’s time to invite your participants. This involves sending invitations with all necessary information and following up with participants who haven’t responded.

Sending Invitations

When sending invitations, be sure to include all necessary information, such as the date, time, and platform for the call, as well as the agenda and any necessary materials. Consider including a calendar invitation to make it easy for participants to add the call to their schedule.

Following Up with Participants

It’s inevitable that some participants won’t respond to your initial invitation. In these cases, it’s important to follow up with them to ensure that they have all the necessary information and are able to attend. Consider sending a reminder email a few days before the call, and be sure to include a way for participants to contact you if they have any questions or concerns.

Now, we’ve covered the preparation and invitation stages of conducting a conference call. In the next section, we’ll dive into how to actually conduct the call itself.

Conducting the Conference Call

With preparation and invitations taken care of, it’s time to start the conference call. Here are a few tips for conducting a smooth and engaging call:

Starting the Call and Introducing Participants

Begin the call by introducing yourself and any other moderators, and then ask each participant to introduce themselves as well. This will help establish a connection between participants and set the tone for the call.

Following the Agenda and Discussing Topics

During the call, it’s important to follow the agenda and stay on track. Make sure to allocate enough time for each topic, and encourage participants to ask questions and provide input. Be sure to keep the conversation focused and avoid getting sidetracked.

Encouraging Participation and Managing Interruptions

Encouraging participation from all participants is key to a successful conference call. Be sure to ask for input from quieter participants, and manage interruptions by politely asking participants to wait their turn to speak. If a participant becomes disruptive, consider muting them or taking them aside for a private chat to address any issues.

Troubleshooting

Even with the best preparation and planning, things can go wrong during a conference call. Here are a few common issues and how to handle them:

Dealing with Technical Difficulties

Technical difficulties are bound to happen, whether it’s a bad connection or a microphone that’s not working. Make sure to have a backup plan in case of technical difficulties, such as a phone number for participants to call in or a pre-recorded presentation to fall back on.

Handling Disruptive Participants

If a participant becomes disruptive, it’s important to address the issue as soon as possible. Politely ask the participant to stop interrupting and wait their turn to speak. If the behavior continues, consider muting the participant or taking them aside for a private chat to address the issue.

Reconnecting with Participants Who Drop Off the Call

If a participant drops off the call, make sure to try and reconnect with them as soon as possible. This could involve sending a quick email or text message to check in, or rescheduling the call if necessary.

In the next section, we’ll cover the follow-up stage of conducting a conference call.

Troubleshooting

Even with the best preparation, technology can be unpredictable, and participants can be disruptive. It’s essential to be prepared for these scenarios and have a plan in place to handle them.

Dealing with Technical Difficulties

Technical difficulties are a common issue that can occur during a conference call. To minimize their impact, ensure that you have a backup plan, such as an alternative platform or a phone number participants can call in case of technical difficulties. If someone is having trouble with their connection, ask them to turn off their camera to conserve bandwidth or switch to audio-only mode. If the issue persists, consider rescheduling the call or reconvening without the affected participant.

Handling Disruptive Participants

Disruptive participants can derail a conference call and prevent others from participating effectively. If someone is interrupting or talking over others, politely interrupt them and remind them of the call’s agenda. If they persist, consider muting them or asking them to leave the call. In extreme cases, you may need to end the call and reschedule with a more respectful group.

Reconnecting with Participants Who Drop Off the Call

Sometimes, participants may drop off the call due to technical difficulties or other reasons. If this happens, try to reconnect with them as soon as possible. If they’re unable to rejoin the call, be sure to summarize any important points they missed and follow up with them separately to ensure that they’re up to speed.

Follow-up

After the conference call has ended, it’s essential to follow up with participants to ensure that everyone is on the same page and that action items are being completed.

Summarizing the Call and Distributing Notes

Within 24 hours of the call, send a summary of the discussion, including any action items or decisions made. This will ensure that everyone is on the same page and has a clear understanding of what was discussed.

Setting Action Items and Deadlines

Be sure to set clear action items and deadlines based on the discussion. Assign responsibilities to specific participants and follow up with them to ensure that the tasks are completed on time.

Thanking Participants for Their Time and Feedback

Finally, be sure to thank participants for their time and feedback. Consider sending a follow-up survey to gather feedback on the call’s effectiveness and identify areas for improvement.

In conclusion, conducting a successful conference call involves careful preparation, effective communication, and a willingness to troubleshoot issues as they arise. By following the tips and best practices outlined in this article, you’ll be well-equipped to lead productive and engaging conference calls that drive your team’s success.