Facilitating a conference call benefits everyone participating.
A conference call allows multiple participants to talk with one another over the phone. Conference calls are useful when people cannot meet face-to-face and more than one person needs to be involved in the discussion. Facilitating a conference call is important in order to keep the conversation on topic and moving along. Following key steps before and during a conference call helps to ensure that the call is productive and beneficial to all participants.
Instructions
1. Schedule the conference call. Invite all required attendees ask them whether they will be able to participate. Keep a list of who will be attending the conference call. Verify with all attendees that they will have access to a phone for the call.
2. Send information to all attendees one week before the meeting reminding them of the date and time of the call. Include a conference-line phone number and dial-in instructions so that everyone can connect to the call.
3. Create an agenda for the call and send it to all attendees two days prior to the conference call. List all items that will be discussed and list the names of people who will be speaking on each topic. Note on the agenda that a question-and-answer session will take place at the end of the call, and allow extra time for it. Ask attendees to review the agenda and send to you any questions or concerns. Make a list of all responses.
4. Dial in to the conference line and start the call. Record the conference if your conference line has such capabilities. Ask everyone to report that they have joined the call and write down who attended. Start the conference by stating agenda item one is first and that Mr. Jones will be speaking, and ask participants to hold all questions until the question-and-answer session.
5. Speak clearly once the first agenda topic has been covered to announce that Ms. Smith will be speaking next to cover agenda item number two. Continue this process until all agenda items have been covered. After the last topic has been presented, allow attendees to ask questions. Write down all questions that are asked and the answers given.
6. Once there are no more questions, conclude the call by stating that it is over.
Tags: conference call, will speaking, agenda item, been covered, conference line
