It’s 1:55pm, and the conference call you are hosting is starting in 5 minutes. You quickly dial in a few minutes early to make sure the conference call room works and you can dial in ok. You can hear that some people are already in the room, but some are not. Oh, it’s ok – they’ll be there bang on time, right?
It’s now 1:05pm, you’ve been welcoming and introducing a few attendees to each other, which you’ve started a couple of times now as more turn up, now late. However, there’s still some attendees missing. You hang up on the call and let your attendees that have successfully dialled in now talk amongst themselves while you call around and find out where the missing attendees are. Some of them aren’t responding, while others are having issues dialling in. Ironically, they’d been calling you asking for help, but unable to connect due to you using the line for the conference call.
1:15pm. 15 minutes later, most are now on the call and you can now get proceedings underway. Oh great, now the next issue, what on Earth is that crackling sound on the call? And who’s that you can now hear frantically making notes while on call? The sound of a keyboard being tapped away on is slightly too close to someones mic, but who is it? In fact, it’s now so distracting, you’ve now focused on those background noises rather than what’s being said.
Before you know it, an hour has past and most are feeling lethargic and just wanting to end it. The call that is.
Everyone hangs up. Ah, thank goodness that’s over with, right? Ok, who had taken notes? Was everything covered? Looking back at your frantic scribbles, you’re not completely sure on some points. If only someone made better notes!
Please, don’t run conference calls like the above, common scenario – no one will thank you for it.
- Arrange & invite attendees with as much notice as possible
- If your attendees are internationally based, ensure you convert the start time to their time zone and give local dial-in numbers
- Send an agenda for the meeting with invite
- On starting call, ensure someone is designated purely to taking meeting minutes
- Ensure everyone gets a chance to have their input
- Lock the room when everyone has entered to ensure no lurkers join
- If some attendees are no longer required, ensure they’ve left – use a ‘kick’ option
Look, we don’t expect you to remember all of the above – find a conference call provider that does most of the above for you. Sign up to a provider that allows you to:
- Arrange and invite attendees quickly and efficiently that also personalises invite based on users location and timezone
- Utilise a provider that allows you to record the call and then share with all those involved and with those that couldn’t make it
- Find a provider that gives you in-call management; kick attendees, lock room and dial-out to easily get new attendees to join
Yep! It’s possible to make your conference call hosting work load more efficient if you get the right provider. View our top service providers here, or utilise the below Q&A and we’ll recommend a provider instantly, based on your answers: