A plan is not made hours before the game, but long periods prior. For the best business conference calls that will meet your desired results, plan ahead and follow our guidelines.

No matter the service provider, the newest technology, and your skills at conducting conference calls, its effectiveness depends largely on the preparation made before the actual meeting. Hence, nothing can outweigh the stress on the shoulders of the person assigned to facilitate the entire conference.

In addition to your daily workload is a package full of gadgets you’ve never seen in your entire life and a website full of instructions that might as well have been written in five different languages.

You try to calm down, and you try to understand; you try to begin, but it is hopeless.

If you have undergone this frustration, we sympathize with you, and along with our sympathy is a guide you can follow the next time around.

What are you talking about?

To make things a little less complicated for you, preparing for a conference call via telecommunication services is similar to the traditional methods, save for the execution of sending the notifications and necessary documents to the participant; most of your transaction from now on will happen through the internet, and not snail mail.

The Date

Aside from this being the most dreaded mark-up in your calendar, determining the date allows you to see how much time you have to prepare. Do not do things all at once, but as in wise organizing, a lot duties to be accomplished per day.

Depending on the people involved in the meeting, you can either set the date as mandatory or adjust to a common date and time. The latter applies if you are in authority over the participants, and the former if you are meeting with other businessmen, especially if the closing of a deal depends on them.

Time

Your major concern with the time is not only the availability of the participants at the set date, but the involvement of international calls.

Time differences, especially if more than one participant is in a distant country. Unless either one of you are willing to adjust and forget about sleep, setting a time will take more than just a few attempts. Be patient, and be the more considerate party if you are the one to benefit more from the meeting.

Participants

The number of participants will determine the complexity of the services you must avail; the larger the amount, the more difficult it will be to manage.

Do not be so confident with the number given to you prior. Things can change in the last minute, hence it is better to be prepared for additional company than to be sorry you lost a prospect. True pain will certainly result in worthy gain.

Spreading the news

Hand out the notice of the business conference call as early as possible, advisably two weeks prior. Along with your notice must be at least a brief outline of your meeting’s agenda, so they have reason to attend and even prioritize you.

Being the organizer, provide your name and contact number to enable them to contact you when they have proposals to make or suggestions that need your considerate attention.

Mention that your start and end time are viable to changes depending on the concerns that will arise and the participants' convenience.

They may also take up topics they want to discuss, and you can filter them, therefore giving you an estimate of the minutes a specific topic must receive. What's more, you will be able to predict beforehand if follow-up meeting is due.

Do not forget the details of the conference call, like instructions on how to access the meeting room and the PIN. If you want to eliminate the hassle of remembering PINS then you may also try out Pinless conference calls provided by Uberconference.

Visual Aids

One week before the meeting, do send visual aids if you can such as word documents, charts, or spreadsheets if it will help the participants interact better and more efficiently.

Remember that more than half of our total population are visual learners. Utilizing this fact can increase your chances of having a successful meeting.

Etiquette

Audio conferencing may be confusing, so discussing your etiquettes in advance will save time and prevent misunderstandings. Example is by mentioning your name before you speak for proper identification, and also by letting other people finish.

Author Bio:
Justin is a business analyst who specializes in technology. Solving business challenges is his passion. He helps online businesses and merchants to expand using secure merchant processing solutions and by taking effective business decisions in order to control costs and improves efficiency.