How to Plan a Professional Conference Call the Right Way
12541
Science and Technology > Video Streaming
Apr 18, 2007
How to Plan a Professional Conference Call the Right Way
If you're an office professional who's just been asked (okay, ordered) by your boss to organize the company's first high-tech phone or internet conference call, you're probably shaking in your boots. You have no clue how to go about. What if you screw up, lose the big account, and totally flush the future of your employer's company down the toilet? Well, we're here to make sure you don't. Read on to learn how to set up a conference call that will be the envy of every other admin in your office building. And don't worry, it won't hurt a bit. Get a Game Plan It's always important to know what you're doing and when. First, make sure you have a set date, time and number of participants laid out. Also, take into account any time zone differences if you're doing some international conference calling or making a long distance conference call. Don't try to schedule a meeting with a supplier in Asia for 2:00 AM their time. Unless, of course, they really want your company's contract. Now Tell Everyone Else A month's notice gives busy people the opportunity to pencil you into their datebook. Provide them with the date, basic instructions on accessing the phone conference, their dial-in number, and PIN. Also include the name of the organizer (you) and contact info, proposed start and end time, and topic. And, of course, give them a copy of the proposed agenda. Don't know how to make one? Breath deep and calm down - we'll get to that. Extras Be sure to include any incidental necessities with your notification email; spreadsheets, visual aides, charts and graphs fall under this category. If you don't have all this material ready when your email goes out, or want your group to have updated info, send it out two weeks in advance. How to Make Up an Agenda If you don't want your teleconference to descend into anarchy, provide your meeting-goers with a complete and organized agenda. No blaming your mistakes on a hapless temp, either, because that's just mean. Make sure your agenda covers the following points: .Topics (Advance notice will allow your conference buddies to propose their own if necessary.) .Who's Speaking on Each Topic (Make them do some talking too.) .How Much Time each Person Has (Recycled toilet paper in the company bathrooms is an important issue, but you shouldn't allow 40 minutes for it.) If you send out your notification far enough in advance, you can take requests. Just like a good DJ, you can choose whether to play the HR discrimination complaints with the fiscal breakdown. If something just won't fit, time-wise, suggest that the contributor send a memo to all participants requesting that it be brought up at a later date. Also Keep In Mind... Teleconferencing has come a long way, but it still has challenges and potential pitfalls. The new, high-tech conference call lines have an annoying tendency to pick up every little comment and sound. In other words, don't bad mouth your boss, or mutter any swear words under your breath. To avoid disaster, it's important to be organized and know what you're doing, or at the very least, how to troubleshoot. And remember, a little preparation goes a long way.
Huzaili Aris is the webmaster of http://www.conferencecall101.com Starting a conference call is not as complex as some people think. It is the easiest way to save you time and money for your business. Find out more on how to plan telephone conference calls by visiting our website.
Write a Review
Add to My Favorite
Refer it to Friend
Report Article
Other links at Science and Technology > Video Streaming
The workforces of modern corporate organizations are scattered throughout the world. Hence, a new and economical mode of conferencing is now required.
Category:
Find out how online web video conferencing can help you with your business...
Category:
Many of the system requirements are no different than any other computer peripheral you may choose to run. Yet because video conferencing will only truly be beneficial if you can get all components to work together at maximum efficiency, it is absolutely
Category:
Talking to people was something that took place at the water cooler. Now it is a matter of conference calls with far-flung colleagues.
Category:
Conferencing is the new way of conducting meetings. Read on to find out more about conferencing in the workplace.
Category:
Site Sponsor
Directory Statistics
Articles: 68309
Categories: 501
Yahoo Entertainment
