So you are ready to organize your conference call. Teleconferencing is a revolutionary communication tool and if you follow the correct steps before and during the conference call you can draw maximum mileage out of the event. Organizing a conference call methodically not only saves yours as well as the participants' valuable time, it also proves to be an effective and efficient way to get all parties on the "same page". Here are a few things you should take care of in order to conduct a successful teleconferencing session:

• Make a list of participants

It's good to have a list of participants in advance. This way you know how many people are there and what all information the individual participant is going to require. This also helps you note down the issues you are going to address with all the members. Some members may be located at different time zones and may not be available at the time when you decide to schedule the conference. If you have a list, you can make sure that the time suits all the participants as amiably as possible. Making a list also assists you in formulating an agenda beforehand and consequently save time.

• Disseminate the required information

In order to make sure that all the participants can participate in the teleconference seamlessly, they need to have the following details (which you should email them in advance):

1. The toll-free number to call
2. The entry code
3. The scheduled time of the conference
4. The agenda of the meeting

To join the teleconference your invitees will need a number where they can call. As you already know we give you your own 800- toll free number that you can use, you don't need to make a reservation before the conference.

The entry code is like a pin that helps the system recognize your participants. All participants will have different entry codes.

As mentioned above, if you choose a time that suits all, it'll be easier for every body to take part in your teleconference.

Setting an agenda before the scheduled teleconference keeps your conference focused. Your participants come prepared and you don't need to spend time explaining to them why the teleconference has been organized.

• Start your conference call on time

Since your invitees will probably be situated at different places, they'll be making special arrangements to be present in front of their instruments. As it is, it is difficult to organize things remotely; if the conference call is not initiated on time this can leave things in disarray -- wasting your valuable resources.

• Use the mute button

Request your participants to use the mute button when they are not addressing the other conference call participants. This reduces the background noise and helps everybody listen to the other members properly.

• Stay on topic

Of course this is true for all conferences, whether they are online or onsite. If you stay on topic it reduces costs and it makes the teleconference prolific. This goes back to the point where we mentioned that you should set an agenda before hand to keep things on track.

• Wrap up conductively

Ask for input and sum up everything that has been discussed. You can make your next conference call more efficient if you get a feedback from your participants.

We wish you a happy and productive teleconferencing!