Buzz
As remote work becomes more prevalent, and telecommuting continues to grow, conference calls—where three or more individuals, situated in different locations, join a single phone conversation—have become a key part of modern business. We’ll walk you through the process of setting it up.
Procedure
Start with Your Mobile Phone
Dial the first participant of the conference call. You can locate them in your contact list or manually enter their number on the keypad.
- Once the call connects, select the option to Add Call. The initial participant will be placed on hold until the others join.
Dial the next person on the call. You can either select them from your contacts or manually input their number.
Select Merge Call. This will connect the second participant to the conversation.
- Depending on your carrier, you can conference with up to five people.
- This process is compatible with both Apple iPhones and the Android HTC Hero.
Choose a Conference Call Provider
Identify the best service provider. Platforms like GoToMeeting or Skype allow you to host audio and video conferences with multiple participants. Prices vary, ranging from free to hundreds of dollars annually, depending on the features you need and the level of service you require.
- You can either pay per call (charged based on the number of participants, call duration, etc.) or opt for an all-inclusive plan that gives you unlimited access to a conference bridge for a fixed monthly fee.
- Typically, only the host is responsible for paying for the service.
- Some services might require you to purchase additional hardware or change your long-distance plan, but there are also prepaid options that let you use your landline, mobile phone, or computer.
- Think about whether you need a toll-free number or if you'd prefer participants to cover long-distance charges.
- Conference calls can be combined with web conferencing, allowing participants to view documents or presentations while on the call. Some providers offer this as a bundled service, or you can set it up separately (e.g., having all participants access the same URL or email attachment while in the call).
Ensure you have all the details the participants will need to dial in. Typically, this involves a phone number and possibly a PIN or access code.
- If you’re not familiar with the platform you’re using, test the bridge beforehand.
Plan and organize your conference call, then send invitations to the participants. For more advice on organizing a successful call, refer to 'How to Chair a Conference Call.'
Prepare the right setting. Ensure you are in a quiet space with minimal distractions during the call.
- Draft an agenda. List the speakers, their topics, and the order of discussion.
- Distribute the agenda and meeting details via email to all participants. Stick to the agenda to stay on track and know when to conclude the session.
Initiate the call. Be punctual or log in 10 minutes before the scheduled start. Some systems may restrict access until the scheduled time, while others may require the host to log in with a special password before participants can communicate.
Wait for all participants to join before you begin speaking!
- Before concluding the call, briefly summarize the key takeaways and next steps. Thank everyone for their participation.
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Minimize paper rustling and typing to reduce background noise.
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Mute your microphone when you're not speaking or if you need to sneeze.
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Refrain from eating gum, chips, or any other food while on the conference call.
Important Considerations
- If you have international clients or employees who plan to join the call, ensure they can successfully connect to the conference from their location.
- Double-check the rates for toll-free and toll access numbers, as they might vary greatly.
- When choosing a conference call provider, ask about any hidden fees or mandatory monthly charges.
