How to Schedule a Conference Call: A Comprehensive Guide

When it comes to organizing a meeting with people who are miles apart, a conference call is an efficient way to connect and collaborate. With the advancements in technology, scheduling a conference call has become more accessible and convenient. However, there are still some things you need to consider to ensure a successful conference call. This guide will provide you with essential tips and tricks on how to schedule a conference call to ensure a seamless and productive meeting.

Choose the Right Platform

The first thing you need to do is to choose the right conference call platform. There are various conference call platforms available, such as Zoom, Skype, GoToMeeting, and WebEx, to name a few. Each platform has its unique features and capabilities that cater to different needs. Therefore, it’s essential to choose the right one that suits your requirements.

Before choosing a platform, consider the number of participants, the duration of the call, and the type of meeting you are conducting. For instance, if you’re conducting a webinar or a presentation, you may need a platform that offers screen sharing capabilities or a virtual whiteboard. On the other hand, if you’re conducting a simple conference call, you may not need these features.

It’s also essential to consider the accessibility of the platform. Ensure that the platform you choose is accessible to all participants, regardless of their location and device. For instance, some conference call platforms may require participants to download software or apps to join the call, which can be a hassle for some. Therefore, choose a platform that offers the flexibility to join the call via a web browser or a phone call.

Once you’ve chosen a platform, familiarize yourself with its features and capabilities to ensure a smooth and efficient conference call.

Invite Participants

Once you’ve chosen the conference call platform, the next step is to invite participants. Determine who needs to attend the call and send out invitations with the date, time, and call-in details. It’s essential to send out invitations well in advance to ensure that participants have enough time to prepare and adjust their schedules accordingly.

When sending out invitations, provide clear instructions on how to join the call. Include the conference call platform’s link or access code, phone number, and any other necessary details. It’s also essential to send reminders closer to the meeting date to ensure that participants don’t forget.

If you’re inviting participants from different time zones, consider the time difference and schedule the call at a convenient time for everyone. You can use online tools such as World Time Buddy to determine the best time to schedule the conference call.

Prepare the Agenda

Preparing an agenda is crucial to ensure that the conference call is productive and efficient. Create an outline of discussion points and share it with participants beforehand. The agenda should include the meeting’s objectives, the discussion points, and the expected outcome.

Ensure that the agenda is clear and concise, and all discussion points are relevant to the meeting’s objectives. It’s also essential to allocate time for each discussion point to ensure that the meeting doesn’t go off track.

Sharing the agenda with participants beforehand gives them enough time to prepare and contribute to the discussion effectively. It also helps participants to stay focused and engaged during the call.

In conclusion, scheduling a conference call requires careful planning and preparation to ensure a successful meeting. Choosing the right conference call platform, inviting participants, and preparing an agenda are essential steps to ensure a seamless and productive conference call. By following the tips and tricks in this guide, you can schedule a conference call that is efficient, productive and meets your objectives.

Conducting the Conference Call

Now that you have chosen the right platform and invited the participants, it’s time to conduct the conference call. Here are some essential tips to ensure a seamless and productive meeting:

Start the Call on Time

Promptness is crucial in a conference call. Always start the call on time, and ensure that all participants are ready and available. If possible, send a reminder a few minutes before the scheduled time to ensure that everyone is present.

Introduce All Participants

Before diving into the discussion, introduce all participants to each other. This will help establish a comfortable and collaborative environment and encourage participation.

Stick to the Agenda

One of the main benefits of scheduling a conference call is to save time and achieve productivity. Therefore, it’s essential to stick to the agenda and avoid drifting off-topic. Assign a time limit for each discussion point and ensure that all participants are aware of it.

Encourage Participation and Discussion

Encourage all participants to share their thoughts and ideas. This will help generate new insights and perspectives and ensure that everyone’s opinions are heard. Also, ensure that the discussion is respectful and professional, and avoid any form of discrimination or bias.

Follow Up

After the conference call, it’s essential to follow up with all participants to ensure that the meeting was productive and successful. Here are some essential tips for follow-up:

Send a Summary of the Call to All Participants

Send a summary of the call to all participants, highlighting the key points and decisions made during the meeting. This will help ensure that everyone is on the same page and aware of their responsibilities.

Schedule a Follow-Up Call if Necessary

If there are still pending issues or discussions that need to be addressed, schedule a follow-up call. Ensure that all participants are available and that the call is scheduled at a convenient time for everyone.

Collect Feedback from Participants

Collect feedback from all participants to evaluate the success of the conference call. This will help identify areas for improvement and ensure that future meetings are more productive and efficient.