How To Prepare For Your First Conference Call

If you've only attended a conference call, but never actually hosted or presented on a call before, we've collected our best tips to help make your first conference call a success.

Make sure everyone has the correct time, date, dial-in number, and pin.
Prepare to have to provide this again to those who may lose it or forget or panic before they arrive to the conference call (usually those who are new to attending conference calls).

Hand out agenda or presentation printouts before the call.
Some presenters prefer not to give hand-outs before a call, but it's much easier to track the presentation when you have something to look at. Those who don't give hand-outs before risk getting a lot of questions about whether or not there will be printouts, so just save yourself some time and hand them out before, so everyone has something to look at.

Prepare yourself with back-up notes and reminders to speak clearly and calmly.
Have notes or index cards with your main points and remind yourself to speak slowly. Remember that the faster you go through your material, the more confusion and questions there will be. Plus, as you force yourself to speak slowly, you'll calm yourself down automatically. Not that we're encouraging you to be boring! Nothing wrong with talking animatedly! People love that.

Don't be too hard on yourself when you make a mistake.
You might stumble over words or mispronounce a name, but don't worry about it. Everyone makes mistakes. If you make a mistake, just keep right on going, or chuckle a bit, if that helps smooth it over. Be gracious if someone points out your mistake, and say thanks. People will remember that more than the mistake.

End on time and don't keep people for more than ten extra minutes.
Don't go over by much. If you state your call will be an hour, try to stick to that time. Nothing is worse than sitting for another twenty minutes waiting for the presenter to attempt to wrap it up. People will drop off the call if you keep going for too long. Once you've delivered your message and taken appropriate questions, feel free to sign off.

See, you did it! You're now a pro! A conference call is actually really fun. It's a great way to feel connected on a project, inspire a group of people, or to feel as if you're in the same room and not a long ways away.

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AccuConference | All posts tagged 'attendance'

Increase Attendance on 2011 Conference Calls

Since the first official week of 2011 has come and gone, hopefully we’re all back in the swing of things. With the second week of the year kicking off, you’re probably finally sitting down to review all those things you tried in 2010, make notes on what you found to be successful, and what you didn’t.

There was a sharp increase of teleconference use in 2010, with companies and individuals embracing conference call providers to drive fresh business and clients to their products and services. For those of you that had a teleconference series in 2010 for the first time and want to focus on increasing your attendance in 2011 – here are a couple of tips from one of our event planners.

  1. Schedule conference times in the time zone best suited for the highest number of people. Chances are a lot of the people you’re inviting will be scattered throughout all times zones, so find the highest concentration of folks, and set a time most convenient for them. If 90% of your invites are going out to those on the west coast, you won’t get a high turnout if the call is at 8AM eastern.
  2. Schedule the teleconference before lunch time. After lunch, when we’re all full and thinking that we’re half way to heading home, we may find that we’re less inclined to really have our focus set on a conference call. I recommend between 10 and 11 AM.
  3. Plan ahead and send reminders. The longer you wait to send out invitations the more likely it will be that people will have other plans. Sending out invitations at least two weeks in advance makes it more likely that people will have the time to attend your conference call. Send them a reminder the morning of the conference in case they have forgotten.
  4. Don’t invite everyone. If you want to get the best turn out for your conference, use discretion when choosing who to invite. Send you invitations to the people you think would be the most interested in the conference. For example, if you’re selling Apple products, you wouldn’t invite Steve Jobs to your conference call.
  5. Make Your Conferences Interactive. Create PowerPoint presentations and share them with your participants. A little visual stimulation can go a long way.

When it comes down to increasing attendees on a webinar or teleconference, there is no perfect formula for getting people to show up and be active on your conferences.

For those of you who are old hat at hosting teleconference, what are your tips for increasing attendance? Comment any suggestions you have for companies that might be taking their first steps below. Looking forward to hearing your thoughts and suggestions!