Scheduling a conference call doesn’t have to be a pain. A little advanced planning goes a long way.
1. Create your Agenda
Before you schedule a conference call, take the time to plan out what your call will accomplish. Creating a detailed agenda is a great way to identify your meeting goals, and ensure that your call stays on track and on schedule. Keep your agenda at hand – you’ll want to share this with your meeting participants before joining the call.
When you know what you want to accomplish in your meeting, you’ll have an idea of how much time to set aside for your call. The average conference call lasts 45-60 minutes. If you are planning a call that will be longer than two hours, be sure to plan for some time to allow callers a brief break. Be sure to let your callers know how long the meeting should last. During the call, reference your meeting agenda to keep the meeting running smoothly and efficiently.
3. Smart Scheduling
When scheduling your call – be sure to think about time zones. When planning your meeting, jot down the times in multiple zones, to ensure you’re choosing the best meeting time for most of your callers. Studies show that most conference calls occur between 10am and 2pm on Tuesdays and Wednesdays. Avoid scheduling calls for Friday afternoons or during lunch breaks.
4. Choose your Location
Conference calls make it easy to connect with your team members and business partners from anywhere, but keep in mind that you should choose optimal locations to host your call. For example, be sure that you’re in an area with plenty of service signal. If you’re traveling, plan ahead to ensure you’ll have adequate internet service for joining online meetings, or be sure that you’ll have enough cell phone signal to dial-in. If possible, find a quiet space with minimal background noises to host your call.
5. Send a Reminder
A little reminder now and then never hurts! Plan to send a reminder email to your team either the day before, or the day of your conference. Be sure to include your meeting details and information on how to join the call. Sending a reminder note is also a great opportunity to share your meeting agenda with your team.