Invite your participants Send your guests an invitation through an email or fax that includes instructions on how to access the conference call as well as an agenda with topics that will be covered. You should also send out a reminder for calls scheduled far in advance.
Choose a quiet environment Conduct the conference in a quiet setting where you can focus and the group can hear you. Try to stay away from common distractions like air conditioners, printers, ringing phones, and loud voices. You should also call into the conference a minute or two early to ensure a clear connection. There is usually also a bit of networking or socializing until the moderator of speaker joins the call.
Check your speakerphone If you're using a speakerphone, set it up before your conference begins. Some speakerphones with the volume set too high create feedback. In addition, many conference room speakerphones need to be adjusted according to the room's dynamics.
Interact with an audience through Q&A sessions
If you are the host, always identify yourself. To avoid confusion, remember to state your name before answering the participant's question, especially if you are one of several speakers answering the question. Address participants one on one and offer concise answers that are short but informative. Make a strong effort to keep listeners' attentions and help ensure your presentation stays focused.
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During the last thirty years, the conference calling services have transformed from being a tool used primarily by large businesses to being something that is widely used by businesses of any size, as well as by private groups and even families. Conference calling has become so common these days that almost all of the new models of cell phones have a built in function that supports small conference calls.
Gone are the days when you had to have some massive, specialized and expensive equipment in order to host conference calls. These days, there is a good selection of low cost teleconferencing equipment that is affordable for virtually any company. Not only that, but there are even small groups and organizations, and even families, who can easily justify the small cost of teleconferencing equipment in order to make it easier for everyone in the group to stay in touch.
There are a number of different conference call equipment systems available on the market today. The conference call equipment that can handle hundreds of people calling into the system can cost thousands of dollars.
Yet, there are also smaller models designed to sit on a conference table, allowing a number of people in the room to hear and talk at the same time. This small teleconferencing equipment can be purchased for less than $100.
No matter what the cost, it does not take long to justify the expense because most of the time conference calls are replacing off-site meetings, which might be across the country or even across the ocean. These days, a teleconference is a very viable alternative to travel and it can save a company thousands of dollars just in a single month, if they are accustomed to sending many employees traveling around the globe on a regular basis.
In addition to buying equipment to host your own teleconference, there are also many teleconferencing services provided by companies that invest tens of thousands of dollars in the equipment. These teleconference services then allow companies to essentially rent their equipment and typically charge a fee based on how long the teleconference will last and how many people will be calling in.
Some of these services provide an 800 number so that the participants can call in without incurring long distance charges. In this instance, the company booking the service pays a "per minute" fee for each person who calls in on the 800 line.
This arrangement is a very good way to conduct conference calls that are held in order to do a sales presentation to prospective clients. Many times, clients will simply not call in to listen to a presentation if they have to pay for the long distance call. Having them call a toll-free 800 number makes a better impression and sends a message to the client about how they will be treated in the long run when dealing with the company.
Many small companies and organizations like to use the conference calling services that are completely free. This allows those in a group to call into a free teleconferencing number at a time that has been reserved by the person organizing the call. There are no fees or charges for using these free services, but in most cases people need to call into a phone number that would incur long distance charges.
Both Xaner & Mike Selvon are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.
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