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6 simple steps to set up a conference call

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Knowing how to successfully hold a conference call can save you time and prepare you for success in communicating with customers and stakeholders. Although this sounds like a complicated process, once you have the right tools to put all of these together, it really isn’t the case. Below, we will describe what you need to get started, and the steps you need to take to learn to set conference calls as second nature.

Why it’s worth learning to set up a conference call

Do you work with a team that often needs to communicate with other team members or stakeholders? When you realize that not everyone can participate in a video call, because they are not in the office, their working hours are different from yours, or they are remote team members from the other side of the world, you begin to understand the importance of conference calls.

Conference calls allow large numbers of people to meet via video or voice calls. Not everyone can listen through an online connection. No matter how the team members are connected, the conference call can facilitate the meeting process.

In terms of communication, this can be a huge advantage, especially when your team is large and scattered in different locations. Below, we will delve into everything needed to make conference calls a reality.

The investment required to establish a conference call

What exactly do you need to set up and run a conference call when you need it?If you want to easily set up a conference call, you need to use a reliable conference call solution, such as Ring centerAlthough you can try to start from scratch by piecing together many different tools, RingCentral is tailored specifically for business teleconferencing and video conferencing.

Once you have checked and selected a plan that suits your business, you need to set aside some time to understand the ins and outs of using RingCentral. From there, you need to make sure that the hardware that is reliable and ready to host the meeting is updated.

Once you have ensured that you have the hardware and software, in this case RingCentral and the computer (or phone), you can start setting up the teleconferencing system. Once you do this for the first time, it becomes easier since then. But you must write down some basic pointers first.

6 steps to set up your first conference call

Let’s go straight to the step-by-step process of setting up a conference call using RingCentral.

#1 – Sign up for RingCentral

In our eggpert estimate, Ring center As far as the conference call function is concerned, it is one of the leaders in this field. Its teleconferencing tools make it easy for your team to contact them no matter where they are or what hardware they use.

Let’s briefly look at the various pricing tiers:

  • Essentials-$19.99 per user per month
  • Standard-USD 24.99 per user per month
  • Premium-$34.99 per user per month
  • Ultimate-$49.99 per user per month

Its most popular premium plan, $34.99 per user per month, can use tools such as video conferencing with up to 200 participants, custom integration, and automatic call recording. If you are interested in conference calls, RingCentral also offers conference phone rental options.

Remember, RingCentral is not just for running conference calls. It is also an excellent tool for holding regular video conferences, managing calls, and even a powerful solution to meet the needs of call centers. This is a triple threat. So it can easily meet a variety of business needs.

Once you have decided on the plan you want and registered, you can access the dashboard, where you can start scheduling future meetings.

#2 – Collect your meeting information

Have you signed up yet? Ok. Next, you need to collect meeting information. After logging in to the RingCentral dashboard, you will need to obtain the dial-in number and all participant codes.

What exactly is a dial-in number? It is just a specific conference call number that allows multiple people to join the call at the same time. This makes it possible for multiple people to speak at the same time.

The participant code is the code your conference call participants will use to ensure they join the correct conference call. You least want conference call participants to join the wrong conference call. After registration, RingCentral will assign a specific dial-in number to your business, making this a simple task.

From there, each employee in your plan will get their own set of participant and host codes in case they want to participate in a conference call or host the meeting themselves. It’s simple, right? Next, you will send a call invitation.

#3 – Set up your meeting details and send your invitation

Setting up the conference call details is a very simple task. You will select a date and check whether the scheduled conference call is a recurring meeting or a one-time meeting. You can even set the color you want the meeting to appear on the calendar.

From there, you can also add details, such as whether you want to send a conference call reminder ten minutes before the start of the meeting. You can then edit the message in the email and modify the settings before sending the conference call invitation.

With RingCentral, you can send conference call invitations in two ways. Neither is better than the other. You only want to use the one that suits you best.

The first option is to simply send a conference call link to everyone who will be involved. The second option is to send your conference call dial-in number and other information via SMS, email or chat.

RingCentral allows you to have a conference call at any time, or you can schedule it in advance. A great conference call technique is to integrate RingCentral with tools such as Google Calendar and Outlook.

When you send a conference call invitation via email and your participants agree, it will be automatically added to their calendar at a time consistent with their time zone. This helps your meeting participants automate the scheduling process, thereby reducing missed calls.

#4 – Dial in

This is the day of the conference call. If you are the host, you need to dial in a few minutes before the start to ensure that all last-minute issues are resolved.

You need to use the host code here to enter the conference call. This ensures that you have access to host tools to help you successfully handle the call while it is in progress.

Using the host code gives you complete control of the call. You can choose the tools you want to use, who is allowed to join the call, mute specific people, and start and end calls for everyone.

#5 – Start the meeting after everyone has joined

Look! Once you see that all participants have joined and are ready to start, you can start the meeting.

Each participant can use their unique access code to join, whether by call-in or video. Next, we will introduce how to set up and run a conference call directly from a mobile phone.

#6 – How to conduct a conference call over the phone

The beauty of conference calls is that you don’t need special equipment, or even a desktop computer. You can easily create and host one from your mobile phone. RingCentral makes it easy.

First, you need to download the RingCentral mobile app. After logging in, you will almost go through the same steps you took when setting up a conference call from a desktop computer.

When you are ready to share the conference call details, you can send them via email or SMS. When the call time comes, users can join you through their smart device, computer or landline.

Some best practice tips and tricks for conference calls

If we do not include some best practices for conference calls, this conference call guide will not be completed. If this is your first time setting up a conference call, you may need to review some of the precautions for conference calls.

When you host a conference call, the first thing to remember is that an organized approach to the whole situation will produce better results than an unstructured approach.

Does each conference call member know each other? If not, it may be worth spending some time in the beginning for each participant to introduce themselves.

Of course, the larger your conference call, the more difficult it may be. However, it can be valuable to walk around and let everyone introduce themselves, especially for callers who just listen through a voice call without any visual effects to help them add context.

Next, you need to make any important announcements, set the general rules of the meeting, and let the participants know the agenda of the conference call. You also want to be transparent, let the participants know whether the meeting and everything said in it will be recorded, and what purpose the recording will be used for.

How do participants know when it is appropriate to interject and speak their thoughts or make any suggestions? These are things you want to consider before the meeting, so you know that you are holding a conference call with clear expectations and rules, which will make the meeting as productive as possible.

From then on, as the host, you will be responsible for setting the route for the meeting and ensuring that people don’t get off track. Is there a list of topics to discuss? Are there issues and planned agendas that need to be finalized?

Hosting the meeting the way you want is the best way to ensure that you don’t waste anyone’s time. Once you have finalized the meeting agenda and everyone has signed, it’s best to send a copy of the most important summary and recording (if you plan to share with them) to everyone present (maybe even those who can’t attend) .

As you can see, the technical setup of the conference call is only half the battle. Fortunately, software like RingCentral can be easily managed.

The other half of a successful conference call, especially in a large team, is to manage participation and ensure that your meeting stays on track.

Next step

You now understand the step-by-step process for setting up a meeting with a reliable calling solution such as RingCentral. However, RingCentral may not be your best choice. We got it.

This is why we spent a few hours comparing some of the best teleconferencing software in order to provide you with an in-depth list that is best for you based on your specific needs. View our full featured list here.

Learning to create and manage conference calls can be great. But there is more to know. Are you looking for a project management tool that can help you handle all of your team’s projects?Read our guide The best project management tool.

If you want to know about the VoIP phone service options there, This is where you should start.

Finally, if you are a service-based business, you will want to check out our in-depth guide The best appointment scheduling software Automate your appointment scheduling in the market and increase your appointment attendance.

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