How to Host a Conference Call: A Step-by-Step Guide

If you’re in charge of organising a conference call, you’ll know that there are a lot of moving parts involved. From selecting the right conference call service provider to preparing for the call itself, there are many factors to consider. However, with the right approach, hosting a successful conference call doesn’t have to be a daunting task. In this article, we’ll take you through a step-by-step guide on how to host a conference call that runs seamlessly.

Selecting the Right Conference Call Service Provider

Preparing for a productive conference call with colleagues
Preparing for a productive conference call with colleagues

The first step in hosting a conference call is to select the right service provider. There are many different providers to choose from, and each has its own set of features and pricing plans. Here are some of the factors to consider when making your decision:


The cost of a conference call service can vary widely depending on the provider and the features you need. Some providers charge per minute, while others offer flat-rate plans. Be sure to consider the number of participants, the length of the call, and any additional features you may need when comparing pricing plans.

Ease of Use

Conference call services should be easy to use for both you and your participants. Look for providers that offer intuitive interfaces and clear instructions for joining and managing the call.


Different conference call services offer different features, such as screen sharing, call recording, and video conferencing. Consider the features you need and look for providers that offer them at a reasonable cost.

Call Quality

Finally, consider the call quality of the service provider. Look for providers that offer reliable connections and clear audio, as poor call quality can be frustrating for everyone involved.

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Once you’ve selected a conference call service provider, you can move on to preparing for the call itself.

Preparing for the Conference Call

Troubleshooting common technical issues during a conference call
Troubleshooting common technical issues during a conference call

Now that you’ve selected your conference call service provider, it’s time to prepare for the call. Here are some steps you can take to ensure everything runs smoothly:

Plan the Conference Call Agenda

Before the call, it’s essential to plan out the agenda. This will keep the call on track and ensure that all important topics are covered. Create a detailed outline of the items you want to discuss and share it with all participants ahead of time.

Invite Participants and Send Out Reminders

Once you’ve planned the agenda, it’s time to invite participants. Send out invitations well in advance and include all relevant information such as the date, time, and call-in number. Additionally, send out reminders a day or two before the call to ensure everyone is prepared.

Ensure All Necessary Equipment and Resources are Available

Make sure that all necessary equipment and resources are available before the call. This includes things like a reliable internet connection, a quiet space to conduct the call, and any necessary software or hardware. Test the equipment beforehand to avoid any technical issues during the call.

Conducting the Conference Call

When it’s time to conduct the call, there are a few things you can do to ensure it runs smoothly:

Set Up the Call and Join as the Host

As the host, it’s your responsibility to set up the call and join first. Make sure that all participants have the necessary call-in information and any necessary PIN numbers or passwords.

Introduce the Participants and State the Agenda

Once all participants have joined, it’s time to introduce everyone and state the agenda. This will help everyone get on the same page and ensure that the call stays on track.

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Manage the Conversation and Ensure Everyone Has a Chance to Speak

During the call, it’s important to manage the conversation and ensure that everyone has a chance to speak. Encourage participants to share their thoughts and opinions, and facilitate the discussion as needed. Additionally, make sure to stay on topic and address any questions or concerns that arise.

Troubleshooting Common Conference Call Issues

Even with careful planning, issues can still arise during a conference call. Here are some common issues that may occur and strategies for resolving them:

Poor Audio Quality

One of the most common issues during a conference call is poor audio quality. This can be caused by a variety of factors, including poor network connections or background noise. To improve audio quality, try the following:

  • Ask participants to use headphones or a headset
  • Encourage participants to join the call from a quiet location
  • Check your own equipment and internet connection to ensure they are working properly
  • Consider using a conference call service with built-in audio quality enhancements

Technical Difficulties

Another common issue during a conference call is technical difficulties, such as dropped calls or issues with screen sharing. To minimize technical difficulties, consider doing the following:

  • Conduct a test run of the conference call equipment before the scheduled call
  • Ensure all participants have the necessary equipment and software installed
  • Have a backup plan in case technical difficulties arise, such as a phone number to dial in to the call

Late Participants

If participants join the call late, it can disrupt the flow of the conversation. To minimize this issue, consider the following:

  • Send out reminders to participants before the call, emphasizing the importance of punctuality
  • Begin the call on time, even if not all participants have joined yet
  • Assign a designated note-taker to catch up any late participants on what they missed
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Following Up After the Conference Call

After the conference call has ended, it’s important to follow up with participants to ensure that everyone is on the same page. Here are some key steps to take:

Recap of Key Points

Send out a recap of the key points discussed during the call. This can include notes on action items, decisions made, and any other important information. Be sure to send this out promptly after the call to ensure everyone remembers what was discussed.

Minutes and Action Items

Send out minutes and action items to all participants. This should include a summary of what was discussed and agreed upon during the call, as well as any action items that need to be taken. Be sure to assign responsibilities for each action item and set deadlines for completion.

Request Feedback and Suggestions

Finally, request feedback and suggestions for future conference calls. This can be done through a survey or by simply asking for input from participants. Use this feedback to improve future conference calls and ensure that everyone’s needs are being met.

By following these steps, you can ensure that your conference call runs smoothly and that everyone is on the same page. With careful planning and attention to detail, hosting a successful conference call can be a breeze.

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