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In today’s mobile-driven workforce, alongside the growth of remote work, conference calls—where three or more individuals from different locations communicate simultaneously via phone—are increasingly becoming a standard method of workplace communication. Below, Mytour will guide you through the steps to successfully set up a conference call.
Steps
Using Your Smartphone
Call one of the participants who will join the conference call. You can find them in your contacts or dial the desired number manually.
- Once the call is connected, tap on Add Call. The first person you called will be placed on hold.
Call the next participant. You can use your contact list or manually dial the number.
Tap on Merge Call. The second person you call will be added to the conversation.
- You can host a conference call with up to five participants, depending on your service provider.
- This method works for both Apple iPhone and Android HTC Hero devices.
Find a Conference Call Service Provider
Search for a suitable service provider. Companies like GoToMeeting or Skype allow you to host voice/video conference calls with a specific number of participants. Pricing varies widely, from free to several million VND per year, depending on your usage needs and desired service type.
- You can pay per conference call (charged based on the number of participants, call duration, etc.) or opt for a flat-rate service, which offers unlimited conference calls for a fixed monthly fee.
- Typically, only the organizer incurs service charges.
- Some services may require you to purchase hardware or upgrade to long-distance plans, while others offer prepaid options for landlines, mobile phones, or computers.
- Consider whether you prefer free services or having participants cover long-distance charges.
- Conference calls can be combined with web conferences, allowing participants to view documents or presentations during the call. This feature is included in some provider packages but can also be set up separately (e.g., asking all participants to access the same URL or open the same email attachment during the call).
Gather all the information participants will need to join the call. This usually includes a phone number and some form of access code.
- Test the connection beforehand if you're unfamiliar with the software you'll be using.
Schedule your conference call and invite participants. Consider some tips on organizing a successful conference call.
Choose an appropriate location. Ensure you conduct the call in a quiet environment with minimal background noise.
Start the call. Be punctual, or join the conference call ten minutes early if possible. Some software restricts early access, while others prevent participants from communicating until the host logs in with a special password.
Wait for everyone to join and begin the conversation!
Tips
- Minimize handling documents or typing to avoid creating unnecessary noise.
- Use the mute button when you're not speaking or need to sneeze.
- Avoid chewing gum, eating chips, or consuming anything else during the conference call.
Warnings
- If clients or employees from countries outside the U.S. plan to join the conference call, ensure they can access or connect to the call.
- Double-check the charges for toll-free and non-toll-free numbers, as there may be significant differences.
- When searching for a conference call provider, inquire about potential additional costs and monthly requirements.
