How do I schedule and join a conference call?
There are two things that have to happen in a conference call before the call can actually take place. The first thing that happens is the conference call has to be scheduled. Then the participants have to join the conference call.
Scheduling the conference call can happen on of two ways. The first way is to contact everyone that needs to participate in the conference call and ask them what a good time for the call to happen is. The second way is for the conference call to be scheduled and then an invitation sent out to everyone who needs to participate. The first way can take a long time to coordinate everyone’s schedule. The second way can result in some people not being on the conference call and having substitutes on the conference call.
Generally, once a time has been chosen to schedule a conference call, then the conference call provider is contacted. The conference call provider will give a “participant code” for everyone to use that is specific to your call. Then you send the participant code to all the participants. At the time of the conference call, everyone will call the main line for the conference call provider, and then enter the participant code.
Conference Call
A good conference call has an agenda. This is especially important if the conference call was scheduled without checking everyone’s schedule first, so that some substitutions had to be made. A good agenda will let all participants know what topics will be covered, what documents will be needed, and what information needs to be available. This way, regardless of whether the principal participant or a substitute is on the conference call, the conference call can still achieve its purpose.
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Joining a conference call is relatively easy. The conference call provider has a main number for people to call to enter into a conference call. As the organizer, you have already sent out the participant code. If you are a participant, you should have the participant code ready. Once the participant contacts the main line, they enter the participant code. When the participant code is entered, their line will join all the others on the call. Normally this is accompanied by a beep.
If you are the first person to join a call, the conference call will tell you that when you enter the participant code. Then you should listen for beeps, and identify yourself as others come on the conference call. If you are not the first person on the call, you should identify yourself once your line if joined to the other lines, at an appropriate moment. This may be right when you enter if there is no conversation occurring, or you might have to wait for a pause in the conversation. Regardless, identifying yourself is essential for joining the conference call as a participant.
Scheduling and joining a conference call are simple tasks. They require a certain amount of information, but are relatively easy to carry out once that basic level of information has been gained.
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