Is there an art to holding a successful conference call? Some may say no, but in all actuality, there is. The art comes in planning. The moderator must fine-tune each detail of the conference, from the agenda, the email invitations and to the scheduling details. A successful conference call takes a knowledgeable organizer who has provided all the participants with the correct conference information, including the date and time and deciphering the time zones. The moderator needs to know the features available to him through his conferencing provider. Is recording available? If so, how do I initiate it? Can I see who is on my conference call? What about a live question & answer session? How can I facilitate one? Most conferencing providers have a customer support center which can answer all those important questions. Take advantage of all the features. This will enhance your conferencing experience.
On the day of the conference call, make sure you are prepared in advance with the telephone set up. If using a conference phone make sure it is tweaked to capture all the speakers and will not cut out voices. Individual phone lines are recommended above a conference room speaker phone. Encourage your participants to also dial from land lines and not cell phones.
As the moderator, call into the conference at least 10 minutes before the call is to being. Welcome your participants and let them know you will begin shortly. If you are having more than 10 people on your conference call, consider using Lecture Mode to mute all the participant lines. This will ensure a very professional atmosphere to deliver your message. The Q&A can be done very concisely and accurately when the call is in Lecture Mode.
By following these conferencing ideas, you will create a memorable event.