If you are planning on hosting a conference call, there are several things that you need to keep in mind before scheduling the meeting. Planning the meeting does not take long, but a few minutes of preparation time will make a world of difference with the success of your call.

The first step to host a conference call is to decide who will need to attend the meeting. Make a list of the people that will be attending, and also be sure that you have their email address so that you can send them the call information. Sending out a mass email is the easiest and most efficient way to communicate the details of the call.

Next, you will need to determine the conference calling service that you would like to use, and the time and day you would like to hold the meeting. Some conference calling services require that you schedule the time a certain number of days in advance, and other services will allow you to schedule last minute calls. When you schedule the call, you will be given the call-in phone number and the specific key to connect people to your call.

At this point, the host of the conference call needs to send the email notifying everyone of the time and location of the meeting. It is a good idea to list the phone number and call key right at the beginning of the email in order to catch everyone’s attention. Be sure that you are specific about the time that the call will be starting, and specify the time zone if you will be working with people in other states.

Some conference call hosts also like to send out information relating to the call. For example, they may send a handout or website links that will help the meeting attendees become more familiar with the subject before the meeting is held.

Before the conference call starts, it is very important that you have a plan in place to help you conduct the call. Trying to hold a conference call without a specific outline or schedule may cause the topic of conversation to go off track, which will extend the call time. It is usually best to try and complete the call as quickly as possible so that people can get off the phone, so if the conversation becomes off topic you should speak up to get everyone back on track again.

When you host a conference call, take a minute to introduce yourself at the beginning and then allow everyone else to state their name and say hi so that you know who is attending the meeting. Some hosts like to record their meetings and provide the recording to those people who were unable to attend.

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