August 18, 2017
Conference calls are an affordable way to hold a meeting when long distances are involved. In many cases, local businesses are just branches of a bigger company. That means, there is oftentimes a need to meet with coworkers that work in a different province or country. The best way to get everyone together in one conference space without coordinating hotel rooms and flight itineraries is to host a conference call.
If you’ve been asked to schedule and host a conference call, check out these five tips to help ensure it runs smoothly.
The best thing you can do to ensure a successful call is to plan ahead. Be as organized as possible and be prepared for any scenario. It’s a good idea to work with an event coordinator at a chosen meeting space in Kelowna to ensure you’re both on the same page and have the same goals for the meeting.
Organizing an international conference call can be a bit of a juggling act. Between time zone restrictions and vacation schedules, it can be challenging to get everyone together at the same time. When you find a time that works, be sure to be punctual. Some would even recommend being early so you can deal with any hiccups that might come up before the call is scheduled to begin.
Everyone’s time is valuable, including yours. To maximize your call, be sure to encourage participation but derail any off-topic discussions. Try your best to stick to the confines of the schedule and not go over the estimated end time.
Before the call begins, delegate an employee to be responsible for note or minute taking. It’s a good practice to keep meeting notes for reference. Once the meeting is complete, it’s a good idea to send them out to all the attendees while the meeting is still fresh in their minds.
Before the conference call begins, spend some time getting comfortable with the audio equipment. Practice a few calls and research the call features. This way, if a technical issue comes up during your call, you’ll be more likely to troubleshoot and correct the issue on your own.
If you’re trying to choose between a couple of meeting rooms in Kelowna, our previous blog post can help you decide: 6 Tips for Picking Hotel Meeting Rooms & Conference Venues.
Searching for that perfect place to host an international conference call? Check out the Best Western Plus Kelowna Hotel & Suites. We have seven different event areas, on-site audiovisual equipment, and a wide variety of catering options. Plus, our full-time Meetings and Event Manager will help you achieve the meeting you’ve been envisioning. Book your next event today: 1-250-979-6920
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