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.