{"id":7522,"date":"2020-12-03T21:31:07","date_gmt":"2020-12-03T17:31:07","guid":{"rendered":"https:\/\/krisp.ai\/blog\/?p=7522"},"modified":"2025-01-28T17:10:33","modified_gmt":"2025-01-28T13:10:33","slug":"how-to-lead-a-conference-call","status":"publish","type":"post","link":"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/","title":{"rendered":"How to Lead a Conference Call | 16 Tips to Conquer Your Next Meeting"},"content":{"rendered":"<p><em><span style=\"font-weight: 400;\">\u201cHello? Can you hear me?\u201d<\/span><\/em><\/p>\n<p><em><span style=\"font-weight: 400;\">\u201cOh, sorry, you go first.\u201d<\/span><\/em><\/p>\n<p><em><span style=\"font-weight: 400;\">\u201cNo, you go first!\u201d<\/span><\/em><\/p>\n<p><em><span style=\"font-weight: 400;\">\u201cSorry, who\u2019s speaking now?\u201d<\/span><\/em><\/p>\n<p><span style=\"font-weight: 400;\">Conference calls are a challenge. When you\u2019ve got multiple people relying entirely on audio, you\u2019re missing out on the rich visual cues that can help a meeting run smoothly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Though video conferencing is quickly outpacing audio, there are still occasions when the good ol\u2019 phone call is a better option, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When working from home or another place where you don\u2019t want the invasion of privacy of everyone seeing your background<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">For shorter meetings<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">For meetings with fewer people<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">For meetings \u201con the go,\u201d such as while commuting<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When Internet connection\/bandwidth is a problem, and attendees\u2019 connection cannot support video well<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Of course, the <a href=\"https:\/\/krisp.ai\/blog\/audio-versus-video-conference\/\">audio conference call<\/a> comes with unique challenges, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It\u2019s tough to decipher who\u2019s talking.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It\u2019s tricky to know when to speak.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You might be limited on the visual aids you can use for a presentation.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Due to the conference call\u2019s unique challenges, it\u2019s all the more important to come prepared. Below are some tips on how to lead a conference call without the headaches.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Before the Conference Call<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">1. Choose the right web conferencing app.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">While you could certainly lead a conference call that\u2019s purely audio, it can be helpful and more engaging to supplement the call with a screen share. There are many <\/span><a href=\"https:\/\/krisp.ai\/blog\/conferencing-apps-2022\/\"><span style=\"font-weight: 400;\">web conferencing apps<\/span><\/a><span style=\"font-weight: 400;\"> that allow you to do this.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you could host an audio-only Zoom call but still be able to share your screen. Here\u2019s how:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When you <a href=\"https:\/\/krisp.ai\/blog\/how-to-join-a-zoom-meeting\/\">schedule your Zoom meeting<\/a>, make sure the host\u2019s video and participants\u2019 video is \u201cOff.\u201d Under \u201cAdvanced Settings,\u201d ensure \u201cEnable Waiting Room\u201d is checked.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">As participants arrive, they will be held in the waiting room. That means you can choose when to admit them to the actual meeting (they can\u2019t automatically join). This will ensure there\u2019s none of that awkwardness of people entering at various times and introducing themselves, cutting other people off. You can admit everyone to the meeting when you are ready and then introduce yourself and the attendees at one time.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Once everyone is admitted and introductions are over, you can use the whiteboard feature or share what\u2019s on your screen.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Cull the attendee list.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">With conference calls, the fewer attendees, the better. With too many people on an audio call, it can get confusing because you have to distinguish between so many voices. Whomever you choose to invite, make sure they really need to be there. For the rest, you can simply send them notes from the meeting.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Assign a notetaker.\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As the leader, you\u2019ll have your hands full managing speakers and making sure the meeting is running smoothly. Request that someone else take notes so you can send those meeting minutes to everyone after the call.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Set a meeting time limit.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No one likes a meeting that is drawn out unnecessarily, but it\u2019s even worse when the meeting is done via audio because, without the stimulation of seeing faces, these tend to get boring quickly.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re hosting an audio-only conference call, aim to keep it at 30 minutes and no longer than one hour.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Create the agenda.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Outline who will speak, what they\u2019re going to talk about, and in what order. With the challenges inherent to audio calls, it\u2019s essential that you tame the chaos by determining who will be presenting and when.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">As for the format, it\u2019s better to have everyone give their entire presentation <\/span><i><span style=\"font-weight: 400;\">first<\/span><\/i><span style=\"font-weight: 400;\"> and then open the floor to questions. This will reduce confusion and reduce the number of times people speak over each other.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Share the agenda and meeting details with everyone via email.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Now that you\u2019ve confirmed the attendee list and created the agenda, be sure to share it with everyone in attendance well ahead of the meeting. This will give attendees time to prepare if they\u2019re presenting and familiarize themselves with the order of presenters.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Provide all the information they\u2019ll need to join the call. This includes the link, dial-in code, and passcode. Be sure to send it to them well ahead of time, and maybe send it again 30 minutes before the meeting.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">In addition to the agenda and meeting access details, share some meeting pointers they should follow, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Before dialing in, make sure you\u2019re in a quiet environment.<\/b><span style=\"font-weight: 400;\"> Background noise from multiple lines can make it very difficult for everyone to hear. To ensure the best audio quality, ask participants to install a noise-canceling app, such as <\/span><a href=\"https:\/\/krisp.ai\/\"><span style=\"font-weight: 400;\">Krisp<\/span><\/a><span style=\"font-weight: 400;\">, beforehand to eliminate the noise that they can\u2019t avoid in their space.<\/span><\/li>\n<\/ul>\n<p>[demo]<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Announce yourself as you join the meeting (as long as you\u2019re not late).<\/b><span style=\"font-weight: 400;\"> This suggestion depends heavily on the type of web conferencing app you\u2019re using. Some, like GoToMeeting, will chime a bell when someone enters. Others, like WebEx, have an option where the app automatically announces the participant\u2019s name as they join the call. And still others, like Zoom, will let you as the host hold attendees in a waiting room, and it will show a list of present attendees, so announcing one\u2019s self may not be necessary.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">7. Do a dry run with your chosen conferencing app.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">New technology has a way of surprising us. You want to limit surprises as much as possible. Once you\u2019ve selected a <a href=\"https:\/\/krisp.ai\/blog\/conference-call-services\/\">conferencing app<\/a> for your conference call, test out its features. Invite a couple of trusted colleagues to join a test conference call so you can familiarize yourself with the format and features.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Test out the link and dial-in codes ahead of time. Nothing ruins a meeting quite like participants not being able to access it.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">During the Call<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">1. Remember your responsibilities as the leader.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As the conference call leader, it\u2019s your job to introduce everyone, move them on from topic to topic, and so forth.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">As people enter, either make sure they\u2019re in a waiting room (like Zoom has), or be sure to publicly acknowledge them by saying something like, \u201cIt looks like Janet has joined. How are you, Janet?\u201d<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">If there is no waiting room, you\u2019ll likely be sitting on the call with some people for a few minutes as you wait for everyone to arrive. So that people don\u2019t think they\u2019ve lost connection, be sure to say something like, \u201cWe\u2019re still waiting on a couple more people. We\u2019re going to wait for one more minute to give them time to join.\u201d <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Also, don\u2019t be afraid to start a friendly conversation before diving into the meat of the meeting (as long as you\u2019ve got extra time!).<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Once everyone has joined, kick off the meeting by announcing who you are, who else is on the call, and what the purpose of the meeting is. You can also go over some ground rules, such as:<\/span><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\u201cAfter each presentation, I\u2019ll chime in and open the floor to questions. Please wait until the presentation is over and I have announced that it\u2019s Q&amp;A time to say anything. This is so that no one unintentionally cuts someone off.\u201d<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\u201cI ask that everyone please mute yourselves if you are not currently speaking. You can find the mute button \u2026\u201d<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If the app is new to the participants, give them a brief overview of the software, showing them where they can find certain features.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Heed the agenda.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Keep the agenda before you at all times so you have a better idea of who\u2019s speaking next and when to wrap up any Q&amp;A sessions. You\u2019ll also need to refer to it to transition more smoothly. For example, \u201cOkay, everyone, that concludes the questions about our Q1 finances. Let\u2019s move on now to marketing plans for our upcoming product launch.\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Mute yourself as necessary.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Stay muted when you\u2019re not speaking, and ask others to do the same. Depending on your conferencing app, you as the host might be able to mute people as you see fit.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Know when to chime in.<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you have a question or comment for someone in particular, always address them by their name first so they know you\u2019re talking to them.<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If an idea or question comes to you while someone is presenting, take notes and wait for the speaker to finish before you chime in.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If people are going past their speaking time, feel free to interrupt when their time is up to move the meeting along.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Each time a presenter is done speaking, thank them, sum up what was said, and ask if there are any questions or comments.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">5. Give everyone a chance to speak.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Some people don&#8217;t feel comfortable speaking up during a conference call versus an in-person meeting, so try to encourage these people. At the same time, you don\u2019t want to put them on the spot or embarrass them.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Once conversation dies down at the end of a topic, if you notice someone hasn\u2019t said a word, you can ask, \u201c[Name], is there anything you\u2019d like to add?\u201d If they say no, quickly move on.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Ending the Call<\/span><\/h2>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Throughout the meeting, chime in to give a meeting countdown, such as, \u201cWe\u2019ve got five minutes to wrap up here.\u201d This ensures things run according to schedule and the meeting doesn\u2019t go over time.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If there is time remaining, you can open the floor for any final remarks or questions.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Before dismissing everyone, summarize what was decided and outline any next steps. Be sure to thank everyone for attending.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Once the call is done, email the meeting minutes and action steps to the attendees.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Cure Your Conference Call Woes<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Yes, <a href=\"https:\/\/krisp.ai\/blog\/the-dark-side-of-conference-calls-and-how-to-fight-it\/\">conference calls are a challenge<\/a>\u2014but they\u2019re nothing you can\u2019t handle. With these tips on how to lead a conference call, you\u2019ll conquer your next meeting with ease.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cHello? Can you hear me?\u201d \u201cOh, sorry, you go first.\u201d \u201cNo, you go first!\u201d \u201cSorry, who\u2019s speaking now?\u201d Conference calls are a challenge. When you\u2019ve got multiple people relying entirely on audio, you\u2019re missing out on the rich visual cues that can help a meeting run smoothly. Though video conferencing is quickly outpacing audio, there [&hellip;]<\/p>\n","protected":false},"author":33,"featured_media":6989,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"two_page_speed":[]},"categories":[314],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.2 (Yoast SEO v23.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Lead a Conference Call | 16 Tips to Conquer Your Next Meeting<\/title>\n<meta name=\"description\" content=\"Conference calls can be a challenge. Check out some of the tried-and-true tips on how to lead a conference call without the headaches.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Lead a Conference Call | 16 Tips to Conquer Your Next Meeting\" \/>\n<meta property=\"og:description\" content=\"Conference calls can be a challenge. Check out some of the tried-and-true tips on how to lead a conference call without the headaches.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\" \/>\n<meta property=\"og:site_name\" content=\"Krisp\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/krispHQ\/\" \/>\n<meta property=\"article:published_time\" content=\"2020-12-03T17:31:07+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-01-28T13:10:33+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2020\/08\/X-strategies-for-engaging-remote-employees.png\" \/>\n\t<meta property=\"og:image:width\" content=\"630\" \/>\n\t<meta property=\"og:image:height\" content=\"460\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Amy Rigby\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@krispHQ\" \/>\n<meta name=\"twitter:site\" content=\"@krispHQ\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\"},\"author\":{\"name\":\"Amy Rigby\",\"@id\":\"https:\/\/krisp.ai\/blog\/#\/schema\/person\/2c929f26e8337d3a5455bb575bdfcba0\"},\"headline\":\"How to Lead a Conference Call | 16 Tips to Conquer Your Next Meeting\",\"datePublished\":\"2020-12-03T17:31:07+00:00\",\"dateModified\":\"2025-01-28T13:10:33+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\"},\"wordCount\":1689,\"commentCount\":1,\"publisher\":{\"@id\":\"https:\/\/krisp.ai\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2020\/08\/X-strategies-for-engaging-remote-employees.png\",\"articleSection\":[\"Meeting Productivity\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\",\"url\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\",\"name\":\"How to Lead a Conference Call | 16 Tips to Conquer Your Next Meeting\",\"isPartOf\":{\"@id\":\"https:\/\/krisp.ai\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2020\/08\/X-strategies-for-engaging-remote-employees.png\",\"datePublished\":\"2020-12-03T17:31:07+00:00\",\"dateModified\":\"2025-01-28T13:10:33+00:00\",\"description\":\"Conference calls can be a challenge. 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