How to Set Up Conference Calls: A Complete Guide

If you’re running a business or working in a team, you know the importance of communication. With the advancement of technology, conference calls have become a go-to tool for businesses to connect with clients and employees from all over the world. Conference calls not only save travel time and expenses, but they also help in better collaboration and productivity. However, setting up a conference call can be a daunting task, especially if you’re new to the process. In this article, we’ll guide you step-by-step on how to set up conference calls with ease.

Determine the Purpose and Participants

The first step in setting up a conference call is to determine the objective of the call. Ask yourself, what is the purpose of the call, and what do you want to achieve? Is it a sales pitch, a team meeting, or a client update? Once you have defined the objective of the call, create an agenda for the meeting. The agenda should include topics to be discussed, the duration of the call, and the expected outcome.

Next, create a list of participants who will be attending the call. If you’re inviting clients, ensure that the time zone is suitable for all. When creating the list, make sure to include the necessary people only. Having too many people on the call can lead to confusion and unnecessary noise. Once you have the list, decide on the date and time of the call and send out the invitations. Make sure to include the agenda and the expected outcome of the call in the invitation.

Choose the Conference Call Service

Choosing the right conference call service is crucial to ensure a smooth and uninterrupted call. There are several conference call services available in the market, and each one offers different features and pricing plans. Some of the popular conference call services include Zoom, Skype, GoToMeeting, and Webex. When choosing a service, consider the following factors:

• The number of participants allowed on a call
• Audio and video quality
• Screen sharing and recording options
• Ease of use
• Cost

Once you have decided on the service, sign up for an account, and familiarize yourself with the features. Test the service before the actual call to ensure that everything is working correctly. If you’re using a paid service, make sure to upgrade your account to accommodate the number of participants on the call.

Stay tuned for the next two sections on “Send Invitations and Agenda” and “Prepare for the Conference Call.”

Choose the Conference Call Service

Once you have determined the purpose and participants of the call, the next step is to choose the right conference call service. There are several conference call services available in the market, and each one offers different features and pricing plans. Here are some popular conference call services to consider:

Zoom

Zoom is a popular video conferencing tool that allows up to 100 participants on a call. It offers features like screen sharing, recording, virtual backgrounds, and breakout rooms. Zoom offers a free plan that allows up to 40 minutes of call time and a paid plan that starts at $14.99 per month.

Skype

Skype is a popular video and audio conferencing tool that allows up to 50 participants on a call. It offers features like screen sharing, recording, and instant messaging. Skype offers a free plan and a paid plan that starts at $2 per user per month.

GoToMeeting

GoToMeeting is a web conferencing tool that allows up to 250 participants on a call. It offers features like screen sharing, recording, and dial-in numbers for participants who can’t join via the internet. GoToMeeting offers a free trial and a paid plan that starts at $14 per organizer per month.

Webex

Webex is a video conferencing tool that allows up to 1000 participants on a call. It offers features like screen sharing, recording, and virtual backgrounds. Webex offers a free plan and a paid plan that starts at $13.50 per month.

When choosing a conference call service, consider the features that are most important for your call and the budget you have allocated for it. Once you have chosen the service, make sure to test it before the actual call to ensure that everything is working correctly.

Send Invitations and Agenda

The next step is to send out invitations to the participants. When sending invitations, make sure to include the date, time, and duration of the call. Include the agenda and objectives for the call, so participants know what to expect and come prepared. Provide any necessary information, such as dial-in numbers, passcodes, or links to join the call.

Send out the invitations well in advance to give participants enough time to prepare. Follow up with a reminder a day before the call to ensure that everyone is on the same page.

In the next two sections, we’ll cover how to prepare for the conference call and how to conduct the call.

Prepare for the Conference Call

Before the conference call, it’s essential to ensure that you have all the necessary equipment to conduct the call. Check your computer, microphone, and headset to make sure that they are working correctly. If you’re using a webcam, test it to ensure that the video quality is good. Check your internet connection and make sure that it’s stable and fast enough to support the call.

Test the conference call service to ensure that everything is working correctly. Make a test call to a colleague or a friend to check the audio and video quality. If you’re using a screen sharing feature, make sure that it’s working correctly.

It’s always a good idea to have a backup plan in case something goes wrong. Have a phone number or an alternative communication channel ready in case the conference call fails. Let all the participants know about the backup plan, so that they can switch to the alternative channel in case of an emergency.

Conduct the Conference Call

Start the conference call on time and introduce all the participants. It’s essential to establish a professional and friendly tone from the beginning. Follow the agenda and stick to the timeline. If a topic is taking longer than expected, try to wrap it up quickly to avoid running out of time for other topics.

Encourage participation from all the participants. Ask questions, and allow everyone to share their thoughts and ideas. If someone is not speaking, ask them directly for their input. It’s essential to ensure that everyone feels included and valued in the conversation.

Conclude the call by summarizing the key takeaways and the next steps. Thank all the participants for attending and reiterate the action plan. After the call, send a follow-up email with the meeting minutes and any action items assigned to each participant.

In conclusion, setting up a conference call requires careful planning and preparation. By following the steps outlined in this article, you can ensure a smooth and productive conference call that meets your objectives. Remember to choose the right conference call service, prepare your equipment, and follow the agenda to keep the call on track. With these tips, you’ll be able to set up a successful conference call and connect with your clients and team members from anywhere in the world.