2. Introduction
Conference calls are part of every business
persons’ daily experience. However, not
everyone clearly understands the rules and
the expectations of those participating in a
conference call. This will define and clarify
those rules and expectations, for the
conference call administrator as well as the
participants.
3. Conference Call Administrator
Before the Conference Call
Arrive prior to the beginning of the call
Direct and manage the call
Provide clear directions to participants
Distribute any required materials
4. Conference Call Administrator
At the Beginning of the Conference Call
Announce the call is being recorded
Start on time
Facilitate introductions if necessary
Review the agenda
Remind participants of the rules of the call
5. Conference Call Administrator
During the Conference Call
Keep the discussion on track
Ensure attendees are participating
Keep track of topics to be discussed later
Record all action items and due dates
6. Conference Call Administrator
At the End of the Conference Call
End the call on time
Summarize the call
Thank everyone for attending/participating
Inform participants you will provide them with the
link to the recording, notes, action items, etc.
7. Conference Call Administrator
After the Conference Call
Prepare the call summary
Send summary, recording link to all invitees (not
just those who attended)
8. Conference Call Participants
Be ready to join the call 5-10 minutes early
Be on time joining the call
Notify the administrator if you will be late, have to
leave early, or will not be able to give your
presentation
Identify yourself when you speak
Participate in the call
Be polite, don’t interrupt
Take notes
Mute your phone when not speaking
9. Summary
Administrator:
Set the agenda
Manage the call
Record the call and take notes
Keep the call on track
Summarize at the end
Participants:
Be on time, be polite, be attentive and participate
If you must leave early or will be late, notify the administrator in
advance
Try to avoid disrupting the call as much as possible when you
leave early or join late