How to Plan and Set Up a Teleconference Call

A teleconference can be a very effective business tool. In order to obtain optimum benefits from a teleconference call, however, some steps for planning and set up should be taken. Preparation is vital in any business meeting and a teleconference call is no different. You need to plan and prepare materials as well as participants. You need to make certain that the set up is complete. From the agenda to the technical set up to scheduling and preparation, you can ensure that your next teleconference call goes smoothly. By just taking a little time to plan ahead, you can make your teleconference a success.

The Agenda and Preparation

You need to create an agenda to give your teleconference participants with a guide to what will be covered in the meeting. Some things that you may wish to include in your agenda could be goals, expectations of participants and timing. While a teleconference may be effective, you usually can not get as much accomplished as you would in a face to face of the same time length. You need to plan your teleconference with that in mind. Also, when considering time length, think about how much active participation that you want or anticipate from the participants. Think of the time that will be required for participants to comment on each agenda item. In that case, you may either reduce the number of items on the agenda or set aside a certain time for comments.

Technical Set Up

You want to have all your equipment set up and ready to go when it is time for the teleconference. First, you need to determine if the telephone is actually the best method of communication for your purpose. Once you have decided on a teleconference, send all the participants the number for dial in and any pass coded that are needed to access the call. If your participants will be responsible for any long distance charges, you need to let them know. If any of your participants are hearing impaired, you should make arrangements for them such as TTY or creating a chat room where there is simultaneous transcription. It would also be a good idea to have a contingency plan in case there is a technology or power failure.

Preparation

It is important to consider participant availability and treat scheduling and attendance as you would for a face to face meeting. It is also important to remember time zone differences when you schedule the teleconference. Know each participant's time zone when you schedule the call so that you do not schedule a meeting which may be good in your time zone, but 5am in someone else's. You want to make certain that your attendees have all relevant supporting materials well before the call begins. You want to allow them ample time to review the material prior to the meeting. It is also a good idea to have a list of attendees that includes their name, email address and phone number in case you need to contact someone before, during or after the teleconference.