Just Exactly How Do Effective Conference Calls Work?

A Little More on the Personal Side

There are many different ways conference calls operate, depending on whether or not it is a web-based conference call or a landline/cell phone conference call.  For simplicity's sake, we are going to focus on landline/cell phone conference calls for this article. No computer necessary, just good listening skills and etiquette.

Many conference call companies offer a small variety of features depending on the type of conference call you wish to make.  For instance, there is reservationless conference call which is a service that does not need to be predetermined or prescheduled.  Basically, it is your number that is available 24/7 that anybody on your list can dial into.  Over 90% of the time, the call numbers are provided as a toll-free 800 number so that the participants may dial in free of charge. 

 Depending on the company that you are using, they will offer different account management tools such as call reporting, monitoring, account security, and sometimes recording and playback options.  If you are not technically inclined, it is strongly recommended that you find a company with a high level of customer service.  Customer service was also should be available and in-house to answer your questions about conference calling.  After all, what good are they if you can not understand them or reach them?

On the more common side of conferencing services, there is the prescheduled call.  This is where you will arrange with your callers a predetermined time for everyone to attend the call.  There is usually a scheduling fee, and sometimes a cancellation fee.  This is usually the route many businesses and individuals will go if they have three or less conference calls per month.  When the callers call in, they were either use a pass code that was pre-assigned, so they may log into the call.  Sometimes, they may become part of the conferencing through operator assistance.  It is also a good idea to know how many, or at least give it your best educated guess as to how many attendees will be on the call.  This way, when you shop around for a conference call company they will be able to better assist you for your needs.

Okay, so here's a quick checklist of effective conference call tips...

- send out a memo/notice to everyone involved approximately 48 hours before the conference, if possible

- include the date, time and time zone, and phone number to call into.

- be sure to include any passwords

- list the purpose of the conference

- state the desired outcome

There are also different types of international services available.  Depending on the company, you can offer international toll-free service, international dial in/dial out or a "merging" service where your conference call company can connect to conference calls together.