A professional conference call should be the litmus test for all conference calls. When would a person not want to appear professional with their employers or prospective employers? No matter your situation with the other people on the phone, we can assist you with appearing professional and keep you from committing career suicide.
A professional conference calling should be very informative and well-mannered. Use a phone that has the slightest noise and make sure that you are in a very quiet room, free from any noise and disturbances. Otherwise, it will cause trouble of hearing the speakers for you and other participants, and also will cause the loose of concentration and attention.
f you’re an office professional who’s just been asked (okay, ordered) by your boss to organize the company’s first high-tech phone or internet conference call, you’re probably shaking in your boots. You have no clue how to go about. What if you screw up, lose the big account, and totally flush the future of your employer’s company down the toilet?
Well, we’re here to make sure you don’t. Read on to learn how to set up a conference call that will be the envy of every other admin in your office building. And don’t worry, it won’t hurt a bit.
Get a Game Plan
It’s always important to know what you’re doing and when. First, make sure you have a set date, time and number of participants laid out. Also, take into account any time zone differences if you’re doing some international conference calling or making a long distance conference call. Don’t try to schedule a meeting with a supplier in Asia for 2:00 AM their time. Unless, of course, they really want your company’s contract.
Now Tell Everyone Else
A month’s notice gives busy people the opportunity to pencil you into their datebook. Provide them with the date, basic instructions on accessing the phone conference, their dial-in number, and PIN. Also include the name of the organizer (you) and contact info, proposed start and end time, and topic. And, of course, give them a copy of the proposed agenda. Don’t know how to make one? Breath deep and calm down – we’ll get to that.
Extras
Be sure to include any incidental necessities with your notification email; spreadsheets, visual aides, charts and graphs fall under this category. If you don’t have all this material ready when your email goes out, or want your group to have updated info, send it out two weeks in advance.
How to Make Up an Agenda
If you don’t want your teleconference to descend into anarchy, provide your meeting-goers with a complete and organized agenda. No blaming your mistakes on a hapless temp, either, because that’s just mean.
A professional conference call propels your image to others on the call, causing them to see you in a different light. We only have our voices and our behavior on calls such as this, so we want to accentuate our wise ideas and take away from any annoying habits or circumstances. For this reason, we practice with our new headset, understand its functionality, and know what we are doing when on a speaker phone. With these simple precautions, a professional conference call will cast you in a positive light.
Tags: prospective employers, conference call, phone conference, professional conference
