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Simple tips for planning the most professional conference call possible

A conference call is a phone call that allows more than two people to join the conversation. It breaks geographical barriers and makes it possible for professionals to hold meetings without cost or the need for travel and accommodation. More and more companies are adopting the technology that saves so much time and money and also offers a lot of convenience. There are so many platforms that you can use for your business conference calls, some of which even make the calls free for your convenience. But how do you make sure the call is as professional as it should be?

1. Consider even the smallest details in your plan. First of all, you need to know what you are doing and when you are going to do it. Set the date and time and be sure to include and distribute all relevant participants. If it’s an international conference call, be sure to account for time zone differences so that all participants are comfortable with the schedule.

2. Notify attendees in advance. Professionals tend to be very busy people and for this reason you cannot assume that they will be available at the time you schedule the conference call. It is advisable that you inform them about the conference call at least a month or a few weeks in advance. This is a good enough time for everyone to reserve time for the call or make any necessary changes to the schedule well in advance so that you have better alternatives. If everyone agrees on the date and time, you must provide them with instructions for accessing the call, including dial-in numbers and PINs. The proposed start and end time and the topic must also be provided.

3. Keep all necessities close at hand. Visual aids, charts, spreadsheets, and even graphs may be needed during the call and should be readily available. If possible, you can send them to the participants before the call for analysis. Whether your call is an audio call or a video call, you’ll need to use the necessary guides to get the most out of your session.

4. Create a good agenda. Your conference call will only be successful when you have a complete and well-organized agenda for your conference call. A good agenda should cover topics, speakers on each of the topics, and even the time each speaker has on the topics. Please consider any requests from participants and include them on the agenda as well.

5. Practice good teleconference etiquette. It may be a conference call, but you must show professionalism in handling it. Call on time and introduce yourself appropriately immediately after calling. Allow speakers to finish speaking before jumping in and keep your phone silent when you’re not speaking to prevent background noise from being seen. You must also remain aware of what is happening during the call; You don’t want to seem lost in the conversation just because something distracted you during the session.

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