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Conference Presentation Slides: A Guide for Success

In our experience, a common error when preparing a conference presentation is using designs that heavily rely on bullet points and massive chunks of text. A potential reason behind this slide design mistake is aiming to include as much information as possible in just one slide. In the end, slides become a sort of teleprompter for the speaker, and the audience recalls boredom instead of an informative experience.

As part of our mission to help presenters deliver their message effectively, we have summarized what makes a good conference presentation slide, as well as tips on how to design a successful conference slide.

Table of Contents

What is a conference presentation

Common mistakes presenters make when creating conference presentation slides, how can a well-crafted conference presentation help your professional life, how to start a conference presentation, how to end a conference presentation, tailoring your message to different audiences, visualizing data effectively, engaging with your audience, designing for impact, mastering slide transitions and animation, handling time constraints, incorporating multimedia elements, post-presentation engagement, crisis management during presentations, sustainability and green presentations, measuring presentation success, 13 tips to create stellar conference presentations, final thoughts.

The Britannica Dictionary defines conferences as 

A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic (such as medicine or business), usually for several days.

We can then define conference presentations as the combination of a speaker, a slide deck , and the required hardware to introduce an idea or topic in a conference setting. Some characteristics differentiate conference presentations from other formats.

Time-restricted

Conference presentations are bounded by a 15-30 minute time limit, which the event’s moderators establish. These restrictions are applied to allow a crowded agenda to be met on time, and it is common to count with over 10 speakers on the same day.

To that time limit, we have to add the time required for switching between speakers, which implies loading a new slide deck to the streaming platform, microphone testing, lighting effects, etc. Say it is around 10-15 minutes extra, so depending on the number of speakers per day during the event, the time available to deliver a presentation, plus the questions & answers time.

Delivery format

Conferences can be delivered in live event format or via webinars. Since this article is mainly intended to live event conferences, we will only mention that the requirements for webinars are as follows:

• Voice-over or, best, speaker layover the presentation slides so the speaker interacts with the audience.
• Quality graphics.
• Not abusing the amount of information to introduce per slide.

On the other hand, live event conferences will differ depending on the category under which they fall. Academic conferences have a structure in which there’s a previous poster session; then speakers start delivering their talks, then after 4-5 speakers, we have a coffee break. Those pauses help the AV crew to check the equipment, and they also become an opportunity for researchers to expand their network contacts. 

Business conferences are usually more dynamic. Some presenters opt not to use slide decks, giving a powerful speech instead, as they feel much more comfortable that way. Other speakers at business conferences adopt videos to summarize their ideas and then proceed to speak.

Overall, the format guidelines are sent to speakers before the event. Adapt your presentation style to meet the requirements of moderators so you can maximize the effect of your message.

The audience

Unlike other presentation settings, conferences gather a knowledgeable audience on the discussed topics. It is imperative to consider this, as tone, delivery format, information to include, and more depend on this sole factor. Moreover, the audience will participate in your presentation at the last minute, as it is a common practice to hold a Q&A session. 

Mistake #1 – Massive chunks of text

Do you intend your audience to read your slides instead of being seduced by your presentation? Presenters often add large amounts of text to each slide since they need help deciding which data to exclude. Another excuse for this practice is so the audience remembers the content exposed.

Research indicates images are much better retained than words, a phenomenon known as the Picture Superiority Effect ; therefore, opt to avoid this tendency and work into creating compelling graphics.

Mistake #2 – Not creating contrast between data and graphics

Have you tried to read a slide from 4 rows behind the presenter and not get a single number? This can happen if the presenter is not careful to work with the appropriate contrast between the color of the typeface and the background. Particularly if serif fonts are used.

Use online tools such as WebAIM’s Contrast Checker to make your slides legible for your audience. Creating an overlay with a white or black transparent tint can also help when you place text above images.

Mistake #3 – Not rehearsing the presentation

This is a sin in conference presentations, as when you don’t practice the content you intend to deliver, you don’t have a measure of how much time it is actually going to take. 

PowerPoint’s rehearse timing feature can help a great deal, as you can record yourself practising the presentation and observe areas for improvement. Remember, conference presentations are time-limited , don’t disrespect fellow speakers by overlapping their scheduled slot or, worse, have moderators trim your presentation after several warnings.

Mistake #4 – Lacking hierarchy for the presented content

Looking at a slide and not knowing where the main point is discouraging for the audience, especially if you introduce several pieces of content under the same slide. Instead, opt to create a hierarchy that comprehends both text and images. It helps to arrange the content according to your narrative, and we’ll see more on this later on.

Consider your conference presentation as your introduction card in the professional world. Maybe you have a broad network of colleagues, but be certain there are plenty of people out there that have yet to learn about who you are and the work you produce.

Conferences help businesspeople and academics alike to introduce the results of months of research on a specific topic in front of a knowledgeable audience. It is different from a product launch as you don’t need to present a “completed product” but rather your views or advances, in other words, your contribution with valuable insights to the field.

Putting dedication into your conference presentation, from the slide deck design to presentation skills , is definitely worth the effort. The audience can get valuable references from the quality of work you are able to produce, often leading to potential partnerships. In business conferences, securing an investor deal can happen after a powerful presentation that drives the audience to perceive your work as the very best thing that’s about to be launched. It is all about how your body language reflects your intent, how well-explained the concepts are, and the emotional impact you can drive from it.

There are multiple ways on how to start a presentation for a conference, but overall, we can recap a good approach as follows.

Present a fact

Nothing grabs the interest of an audience quicker than introducing an interesting fact during the first 30 seconds of your presentation. The said fact has to be pivotal to the content your conference presentation will discuss later on, but as an ice-breaker, it is a strategy worth applying from time to time.

Ask a question

The main point when starting a conference presentation is to make an impact on the audience. We cannot think of a better way to engage with the audience than to ask them a question relevant to your work or research. It grabs the viewer’s interest for the potential feedback you shall give to those answers received.

Use powerful graphics

The value of visual presentations cannot be neglected in conferences. Sometimes an image makes a bigger impact than a lengthy speech, hence why you should consider starting your conference presentation with a photo or visual element that speaks for itself.

For more tips and insights on how to start a presentation , we invite you to check this article.

Just as important as starting the presentation, the closure you give to your conference presentation matters a lot. This is the opportunity in which you can add your personal experience on the topic and reflect upon it with the audience or smoothly transition between the presentation and your Q&A session.

Below are some quick tips on how to end a presentation for a conference event.

End the presentation with a quote

Give your audience something to ruminate about with the help of a quote tailored to the topic you were discussing. There are plenty of resources for finding suitable quotes, and a great method for this is to design your penultimate slide with an image or black background plus a quote. Follow this with a final “thank you” slide.

Consider a video

If we say a video whose length is shorter than 1 minute, this is a fantastic resource to summarize the intent of your conference presentation. 

If you get the two-minute warning and you feel far off from finishing your presentation, first, don’t fret. Try to give a good closure when presenting in a conference without rushing information, as the audience wouldn’t get any concept clear that way. Mention that the information you presented will be available for further reading at the event’s platform site or your company’s digital business card , and proceed to your closure phase for the presentation.

It is better to miss some of the components of the conference than to get kicked out after several warnings for exceeding the allotted time.

Tailoring your conference presentation to suit your audience is crucial to delivering an impactful talk. Different audiences have varying levels of expertise, interests, and expectations. By customizing your content, tone, and examples, you can enhance the relevance and engagement of your presentation.

Understanding Audience Backgrounds and Expectations

Before crafting your presentation, research your audience’s backgrounds and interests. Are they professionals in your field, students, or a mix of both? Are they familiar with the topic, or must you provide more context? Understanding these factors will help you pitch your content correctly and avoid overwhelming or boring your audience.

Adapting Language and Tone for Relevance

Use language that resonates with your audience. Avoid jargon or technical terms that might confuse those unfamiliar with your field. Conversely, don’t oversimplify if your audience consists of experts. Adjust your tone to match the event’s formality and your listeners’ preferences.

Customizing Examples and Case Studies

Incorporate case studies, examples, and anecdotes that your audience can relate to. If you’re speaking to professionals, use real-world scenarios from their industry. For a more general audience, choose examples that are universally relatable. This personal touch makes your content relatable and memorable.

Effectively presenting data is essential for conveying complex information to your audience. Visualizations can help simplify intricate concepts and make your points more digestible.

Choosing the Right Data Representation

Select the appropriate type of graph or chart to illustrate your data. Bar graphs, pie charts, line charts, and scatter plots each serve specific purposes. Choose the one that best supports your message and ensures clarity.

Designing Graphs and Charts for Clarity

Ensure your graphs and charts are easily read. Use clear labels, appropriate color contrasts, and consistent scales. Avoid clutter and simplify the design to highlight the most important data points.

Incorporating Annotations and Explanations

Add annotations or callouts to your graphs to emphasize key findings. Explain the significance of each data point to guide your audience’s understanding. Utilize visual cues, such as arrows and labels, to direct attention.

Engaging your audience is a fundamental skill for a successful presentation for conference. Captivate their attention, encourage participation, and foster a positive connection.

Establishing Eye Contact and Body Language

Maintain eye contact with different audience parts to create a sense of connection. Effective body language, such as confident posture and expressive gestures, enhances your presence on stage.

Encouraging Participation and Interaction

Involve your audience through questions, polls, or interactive activities. Encourage them to share their thoughts or experiences related to your topic. This engagement fosters a more dynamic and memorable presentation.

Using Humor and Engaging Stories

Incorporate humor and relatable anecdotes to make your presentation more enjoyable. Well-timed jokes or personal stories can create a rapport with your audience and make your content more memorable.

The design of your conference presentation slides plays a crucial role in capturing and retaining your audience’s attention. Thoughtful design can amplify your message and reinforce key points. Take a look at these suggestions to boost the performance of your conference presentation slides, or create an entire slide deck in minutes by using SlideModel’s AI Presentation Maker from text .

Creating Memorable Opening Slides

Craft an opening slide that piques the audience’s curiosity and sets the tone for your presentation. Use an engaging visual, thought-provoking quote, or intriguing question to grab their attention from the start.

Using Visual Hierarchy for Emphasis

Employ visual hierarchy to guide your audience’s focus. Highlight key points with larger fonts, bold colors, or strategic placement. Organize information logically to enhance comprehension.

Designing a Powerful Closing Slide

End your presentation with a compelling closing slide that reinforces your main message. Summarize your key points, offer a memorable takeaway, or invite the audience to take action. Use visuals that resonate and leave a lasting impression.

Slide transitions and animations can enhance the flow of your presentation and emphasize important content. However, their use requires careful consideration to avoid distractions or confusion.

Enhancing Flow with Transitions

Select slide transitions that smoothly guide the audience from one point to the next. Avoid overly flashy transitions that detract from your content. Choose options that enhance, rather than disrupt, the presentation’s rhythm.

Using Animation to Highlight Points

Animate elements on your slides to draw attention to specific information. Animate text, images, or graphs to appear as you discuss them, helping the audience follow your narrative more effectively.

Avoiding Overuse of Effects

While animation can be engaging, avoid excessive use that might overwhelm or distract the audience. Maintain a balance between animated elements and static content for a polished presentation.

Effective time management is crucial for delivering a concise and impactful conference presentation within the allocated time frame.

Structuring for Short vs. Long Presentations

Adapt your content and pacing based on the duration of your presentation. Clearly outline the main points for shorter talks, and delve into more depth for longer sessions. Ensure your message aligns with the time available.

Prioritizing Key Information

Identify the core information you want your audience to take away. Focus on conveying these essential points, and be prepared to trim or elaborate on supporting details based on the available time.

Practicing Time Management

Rehearse your presentation while timing yourself to ensure you stay within the allocated time. Adjust your delivery speed to match your time limit, allowing for smooth transitions and adequate Q&A time.

Multimedia elements, such as videos, audio clips, and live demonstrations, can enrich your presentation and provide a dynamic experience for your audience.

Integrating Videos and Audio Clips

Use videos and audio clips strategically to reinforce your points or provide real-world examples. Ensure that the multimedia content is of high quality and directly supports your narrative.

Showcasing Live Demonstrations

Live demonstrations can engage the audience by showcasing practical applications of your topic. Practice the demonstration beforehand to ensure it runs smoothly and aligns with your message.

Using Hyperlinks for Additional Resources

Incorporate hyperlinks into your presentation to direct the audience to additional resources, references, or related content. This allows interested attendees to explore the topic further after the presentation.

Engaging with your audience after your presentation can extend the impact of your talk and foster valuable connections.

Leveraging Post-Presentation Materials

Make your presentation slides and related materials available to attendees after the event. Share them through email, a website, or a conference platform, allowing interested individuals to review the content.

Sharing Slides and Handouts

Provide downloadable versions of your slides and any handouts you used during the presentation. This helps attendees revisit key points and share the information with colleagues.

Networking and Following Up

Utilize networking opportunities during and after the conference to connect with attendees who are interested in your topic. Exchange contact information and follow up with personalized messages to continue the conversation.

Preparing for unexpected challenges during your presenting at a conference can help you maintain professionalism and composure, ensuring a seamless delivery.

Dealing with Technical Glitches

Technical issues can occur, from projector malfunctions to software crashes. Stay calm and have a backup plan, such as having your slides available on multiple devices or using printed handouts.

Handling Unexpected Interruptions

Interruptions, such as questions from the audience or unforeseen disruptions, are a normal part of live presentations. Address them politely, stay adaptable, and seamlessly return to your prepared content.

Staying Calm and Professional

Maintain a composed demeanor regardless of unexpected situations. Your ability to handle challenges gracefully reflects your professionalism and dedication to delivering a successful presentation.

Creating environmentally friendly presentations demonstrates your commitment to sustainability and responsible practices.

Designing Eco-Friendly Slides

Minimize the use of resources by designing slides with efficient layouts, avoiding unnecessary graphics or animations, and using eco-friendly color schemes.

Reducing Paper and Material Waste

Promote a paperless approach by encouraging attendees to access digital materials rather than printing handouts. If print materials are necessary, consider using recycled paper.

Promoting Sustainable Practices

Advocate for sustainability during your presentation by discussing relevant initiatives, practices, or innovations that align with environmentally conscious values.

Measuring the success of your conference presentation goes beyond the applause and immediate feedback. It involves assessing the impact of your presentation on your audience, goals, and growth as a presenter.

Collecting Audience Feedback

After presenting at a conference, gather feedback from attendees. Provide feedback forms or online surveys to capture their thoughts on the content, delivery, and visuals. Analyzing their feedback can reveal areas for improvement and give insights into audience preferences.

Evaluating Key Performance Metrics

Consider objective metrics such as audience engagement, participation, and post-presentation interactions. Did attendees ask questions? Did your content spark discussions? Tracking these metrics can help you gauge the effectiveness of your presentation in conveying your message.

Continuous Improvement Strategies

Use the feedback and insights gathered to enhance your future presentations. Identify strengths to build upon and weaknesses to address. Continuously refine your presentation skills , design choices, and content to create even more impactful presentations in the future.

Tip #1 – Exhibit a single idea per slide

Just one slide per concept, avoiding large text blocks. If you can compile the idea with an image, it’s better that way.

Research shows that people’s attention span is limited ; therefore, redirect your efforts in what concerns presentation slides so your ideas become crystal clear for the spectators.

Tip #2 – Avoid jargon whenever possible

Using complex terms does not directly imply you fully understand the concept you are about to discuss. In spite of your work being presented to a knowledgeable audience, avoid jargon as much as possible because you run the risk of people not understanding what you are saying.

Instead, opt to rehearse your presentation in front of a not-knowledgeable audience to measure the jargon volume you are adding to it. Technical terms are obviously expected in a conference situation, but archaic terms or purely jargon can be easily trimmed this way.

Tip #3 – Replace bulleted listings with structured layouts or diagrams

Bullet points are attention grabbers for the audience. People tend to instantly check what’s written in them, in contrast to waiting for you to introduce the point itself. 

Using bullet points as a way to expose elements of your presentation should be restricted. Opt for limiting the bullet points to non-avoidable facts to list or crucial information. 

Tip #4 – Customize presentation templates

Using presentation templates is a great idea to save time in design decisions. These pre-made slide decks are entirely customizable; however, many users fall into using them as they come, exposing themselves to design inconsistencies (especially with images) or that another presenter had the same idea (it is extremely rare, but it can happen).

Learning how to properly change color themes in PowerPoint is an advantageous asset. We also recommend you use your own images or royalty-free images selected by you rather than sticking to the ones included in a template.

Tip #5 – Displaying charts

Graphs and charts comprise around 80% of the information in most business and academic conferences. Since data visualization is important, avoid common pitfalls such as using 3D effects in bar charts. Depending on the audience’s point of view, those 3D effects can make the data hard to read or get an accurate interpretation of what it represents.

Tip #6 – Using images in the background

Use some of the images you were planning to expose as background for the slides – again, not all of them but relevant slides.

Be careful when placing text above the slides if they have a background image, as accessibility problems may arise due to contrast. Instead, apply an extra color layer above the image with reduced opacity – black or white, depending on the image and text requirements. This makes the text more legible for the audience, and you can use your images without any inconvenience.

Tip #7 – Embrace negative space

Negative space is a concept seen in design situations. If we consider positive space as the designed area, meaning the objects, shapes, etc., that are “your design,” negative space can be defined as the surrounding area. If we work on a white canvas, negative space is the remaining white area surrounding your design.

The main advantage of using negative space appropriately is to let your designs breathe. Stuffing charts, images and text makes it hard to get a proper understanding of what’s going on in the slide. Apply the “less is more” motto to your conference presentation slides, and embrace negative space as your new design asset.

Tip #8 – Use correct grammar, spelling, and punctuation

You would be surprised to see how many typos can be seen in slides at professional gatherings. Whereas typos can often pass by as a humor-relief moment, grammatical or awful spelling mistakes make you look unprofessional. 

Take 5 extra minutes before submitting your slide deck to proofread the grammar, spelling, and punctuation. If in doubt, browse dictionaries for complex technical words.

Tip #10 – Use an appropriate presentation style

The format of the conference will undoubtedly require its own presentation style. By this we mean that it is different from delivering a conference presentation in front of a live audience as a webinar conference. The interaction with the audience is different, the demands for the Q&A session will be different, and also during webinars the audience is closely looking at your slides.

Tip #11 – Control your speaking tone

Another huge mistake when delivering a conference presentation is to speak with a monotonous tone. The message you transmit to your attendees is that you simply do not care about your work. If you believe you fall into this category, get feedback from others: try pitching to them, and afterward, consider how you talk. 

Practicing breathing exercises can help to articulate your speech skills, especially if anxiety hinders your presentation performance.

Tip #12 – On eye contact and note reading

In order to connect with your audience, it is imperative to make eye contact. Not stare, but look at your spectators from time to time as the talk is directed at them.

If you struggle on this point, a good tip we can provide is to act like you’re looking at your viewers. Pick a good point a few centimeters above your viewer and direct your speech there. They will believe you are communicating directly with them. Shift your head slightly on the upcoming slide or bullet and choose a new location.

Regarding note reading, while it is an acceptable practice to check your notes, do not make the entire talk a lecture in which you simply read your notes to the audience. This goes hand-by-hand with the speaking tone in terms of demonstrating interest in the work you do. Practice as often as you need before the event to avoid constantly reading your notes. Reading a paragraph or two is okay, but not the entire presentation.

Tip #13 – Be ready for the Q&A session

Despite it being a requirement in most conference events, not all presenters get ready for the Q&A session. It is a part of the conference presentation itself, so you should pace your speech to give enough time for the audience to ask 1-3 questions and get a proper answer.

Don’t be lengthy or overbearing in replying to each question, as you may run out of time. It is preferable to give a general opinion and then reach the interested person with your contact information to discuss the topic in detail.

Observing what others do at conference events is good practice for learning a tip or two for improving your own work. As we have seen throughout this article, conference presentation slides have specific requirements to become a tool in your presentation rather than a mixture of information without order.

Employ these tips and suggestions to craft your upcoming conference presentation without any hurdles. Best of luck!

1. Conference PowerPoint Template

Use This Template

2. Free Conference Presentation Template

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These Conference Call Script Samples Actually Work

Content Writer

Even the most focused outbound calls can turn into chaos if not structured properly — let alone conference calls with 100 other people.   

With participants talking over each other, the nuisance of controlling who to speak next, and the awkwardness of dealing with the disagreements in the call can make it daunting. 

However, with thorough preparation, you can get through conference calls like a breeze!

Let’s take a look at 8 conference call script samples to help you steer your next conference call like a professional. 

The best conference call script structure

Before we dive deeper into the sample call scripts, here is the structure that most conference calls should have:

• A concise opening and brief introduction of yourself (the speaker)
• The reason(s) for the conference call, covered briefly
• Some background information about the conference call
• The main presentation
• Some time for discussion (if necessary)
• A Q&A session
• The closing remarks

Having a clear structure of how the conference call will proceed will help you and your audience set an expectation of what to expect. This will also keep them engaged throughout the call knowing what’s in it for them. 

Conference call scripts for the perfect introductions

Starting the call on the right foot is what will almost always ensure a successful conference call. Having an engaging opening, while still keeping it clear and concise, will set the tone for what’s to come.

An introduction can be as straightforward or complex depending on several factors, like the number of participants, the nature of your call, or the call’s purpose.

For a few participants

This script is ideal for small meetings where you probably know your participants and are familiar with their names, something like internal department conferences or sales kickoffs. 

When you have such few participants on the call, keeping it personal can engage with your audience even more. That said, address your attendees before you proceed with the main presentation.

Here’s a script you can use:

For many participants

If you’re hosting a huge conference with many participants, it’ll be impossible to address everyone by their name — this will just take too long and you don’t want to waste everyone’s time. 

Simply acknowledge everyone on the call and introduce the key speakers (if applicable). Also, since it’s such a big call, your introduction should also cover relevant details at the start of the call, such as your legal disclosures, guidance about recording the calls, safe harbor statements, or your privacy policies.

Conference call script to explain the call’s purpose

After the introductions, it’s good practice to summarize the purpose of the conference call. State the key points that will be covered in your discussion, like a verbal content page. It’ll be even better if you prepare some slides for your audience. 

Conference call script for steering great discussions

More often than not, discussions during conference calls can go in the wrong direction because of poor coordination.

It’s important to know the speaking order and how to control the flow of the conversation as it unfolds during the call session. Topics may arise that you did not plan for, participants might argue, or two or three people talk over each other.

The key here is to be clear in asking your questions and acknowledging their comments before moving to the next participant.

Also, genuinely appreciate the input of every member so they feel that their voice is heard and valued. You can rephrase their points to make them know you are listening.

Conference call scripts to bring a participant back to topic

Oftentimes, because there’s an open discussion, participants might go off the topic of the conference call. 

If you feel that a participant is deviating, don’t panic. Simply remind them politely to focus on the main point at hand.

Here are some scripts you can use:

Conference call scripts for Q&A sessions

If your conference call features a Q&A session to engage participants, you need to equip yourself with better conference call management skills to handle the sessions effectively.

Here’s what you should equip yourself with to lead a Q&A session successfully:

• Have a system for letting participants have their turn. You can do this by allocating the numbers to dial, or you can follow a pre-defined order.
• Set up and enforce restrictions on time for each question, the number of questions per participant, or who should ask and who should not ask questions.
• Have a system to follow up with participants who do not have time to ask questions. 
• Thank all the participants and acknowledge their efforts or show them how they can still ask the questions after the call. 
• Have a way to identify participants in the queue, for example, the name of the person and an identifier like location, or a unique username.

Conference call scripts for an effective conclusion

After the main session concludes, it’s wise to wrap up your call with style. Before you end the call, share any information about follow-ups or a possible post-Q&A session. 

Be sure to include a call to action if it is relevant or necessary. 

You’ll most likely want to follow up with a phone call, email, fax, or memo to get feedback on the call, share relevant details that you promised during the call, or confirm the decisions made and actions to be taken after the call.

You can also use the feedback that the participants shared with you to improve on your next conference call.

Finally, do not forget to thank all the participants for their time and contribution.  

A successful conference call comes from an effective structure of your calls and thorough preparation. And following these sample conference call scripts that actually work will bring you one step closer to hosting the perfect conference call!

For more of such templates and scripts, check out our blog ! 

Benard Kiplangat

Ben is a content writer at Novocall.

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Conference Call Etiquette, Tips and Transcripts

Rev › Blog › Productivity › Conference Call Etiquette, Tips and Transcripts

For many people, conference calls are just something to endure before getting on with the rest of their day.

After all, there are plenty of reasons to dread conference calls: weak internet signals, outside interruptions, poor speaker quality, and faulty equipment. These setbacks can create a disastrous meeting that leaves participants feeling uninspired, confused, and frustrated.

The truth is, conference calls are more common–and important–than ever. More people are working remotely or freelancing, companies are expanding to multiple locations, and mobile technology continues to grow.

Fortunately, following good conference call etiquette, using resources like a good audio recorder and other techniques, can help meetings go more smoothly, ensuring that all participants leave feeling heard, inspired, and ready for action.

Understand Your Software

Have you ever thought a meeting was about to start, only to spend time waiting while everything got connected and tested? The first step in hosting and conducting a successful conference call is to make sure you are familiar with the software you’re using.

Having to wait while software gets connected, updated, and adjusted is a sure way to lose the attention of your attendees and start the meeting with a frustrated atmosphere. Not only does this waste valuable time and reduce morale, but it also shows a lack of appreciation for the people who participate.

Fortunately, it’s not too difficult to prevent these problems:

• Set aside time before the meeting to make sure your software is installed and updated, with the appropriate settings.
• Reach out to all participants to make sure everyone knows what software will be used, and whether any special settings are necessary.
• Offer all attendees instructions on how to use the equipment or software.
• Make sure everyone has all the phone numbers, codes, passwords, or PINs they may need to join the call.
• Let attendees know before the meeting whether they will be expected to use video or audio-only.

If you find problems before the meeting starts, this will give you time to check your computer settings, talk to your company’s IT department, contact the software provider’s customer support, or even reschedule if the problems cannot be resolved soon enough.

Prepare Your Notes

As the host, you should be more prepared than anyone else for your conference call. This doesn’t apply just to your software and equipment, but your agenda and other notes. In fact, it’s a good idea to make notes separate from the overall agenda. This will help guide the conversation, making sure you respect everyone’s time and also account for different questions and conversation topics that may arise.

Stay Present

Some of the factors that make conference calls possible, like different mobile devices and chat features, can also be detrimental if they create too many distractions. As the host, it’s important that you remain present at all times during the conference call.

Distractions happen, of course. You may be interrupted by outside noises, such as barking dogs or construction sounds, or in-office noises like ringing phones. Alerts on other devices can also pull attention away from the meeting.

Minimize distractions for yourself, including turning off or silencing your mobile phone, and it will be easier to stay present and keep everyone on track during the conference call. Reduce the risk of distractions by asking all attendees to remain present and refrain from using other devices or performing other activities, such as eating, if possible.

Introduce Everyone in Attendance

In some ways, hosting a good conference call is like hosting a good dinner party. In both cases, the host should make sure that all attendees are introduced to each other and know everyone who is there.

By making sure all conference call attendees are introduced before the call starts, this helps everyone stay on the same page, understand who the subject matter experts are that will participate in the conversation, and also who can best answer their questions during or after the call.

Add Context

A lack of context can be confusing in many situations, including conference calls. Hosting conference calls and other meetings includes providing context for everyone who attends. Depending on your particular topic or situation, you can add context to the meeting by:

• Recapping previous meetings
• Sharing new information that you received since scheduling the meeting
• Reminding all attendees of the reasons and goals for the conference call.

You may want to provide any transcripts , notes, and other references so everyone knows the context for the current conference call. You can provide these notes hours or days before the meeting, or just at the start of the meeting, taking no more than 5 minutes to summarize the most important elements. This will help improve collaboration and teamwork .

Ask For Feedback Regularly

Have you ever been talking on the phone, not realizing that the call was dropped a while back, and you’ve been speaking to empty air? This often happens in conference calls, too, when a participant struggles with a weak wi-fi signal or a dropped phone call.

Even if the call is not fully disconnected, participants may struggle with low volume or static. During the conference call, ask for feedback periodically to make sure all virtual attendees are still connected and listening.

Avoid Slides

PowerPoint and other slide-based software may seem like a requirement for any meeting or conference call. However, slides can often ruin the flow of conference calls and be a major barrier for remote attendees.

Staring at slides full of text during a conference call gets boring and can ruin the mood of a conference call. People will often ignore slides in favor of their phones or other devices, or skip ahead if everyone gets a copy of the slide ahead of time. Instead, try leading your conference calls with videos rather than presentation decks.

Record Your Calls

Besides doing the above, it’s important to also record all your conference calls. This may include a video recording, or just audio recordings, but either way, you should make sure to keep a record to help preserve context and accuracy.

There are a lot of options for recording a conference call without disrupting the flow:

• Most conference software, such as Zoom or Skype, includes a recording option
• If you have one presenter, or a few main speakers, use separate microphones for each person, plugged into a digital recording device
• Download an audio recorder for your smartphone

Stick to the Agenda

One of the most important pieces of conference call etiquette? Stick to the agenda! Of course, a good conference call will inspire new ideas and people may get off-track with brainstorming. However, it is important to be respectful of all attendees’ time and goals. If you’re recording the call , this can help you revisit the ideas and comments later.

Pick the Right Environment

Just as important as staying on-schedule is creating the right environment for a productive conference call. As we’ve mentioned, distractions are everywhere. If you’re attending the call from a home office, you may have to deal with distractions from children and pets inside, and the noises of lawn mowers or construction outside. If you work remotely from another location, avoid cafes or other noisy public areas, if possible. In the office, avoid holding your conference call in a high-traffic area.

• Close windows and turn off fans, other machinery, and background music.
• Consider putting up “Recording in Progress” or “Do Not Disturb” signs outside the room where you will be holding the call.
• If you are close to the microphone, make sure you breathe lightly, and never directly into the microphone.
• Go to a room that has little to no noise, echo, or reverberation.

A distracted room can ruin the quality of the meeting recording and potentially make you lose out on details.

Lead By Example

If you’re the host of the call, make sure to lead by example. Follow the above tips, keep the discussion on track, and provide as much information up-front. You can also:

• Make sure everyone has a chance to speak and all attendees are on the same page and understand expectations and goals for the meeting.
• Gently correct cross-talk, interruptions, outside noise, and other factors that may disrupt the flow and productivity of the conference call.
• Politely request feedback or input from people who may not seem as invested in the meeting.
• Advise anyone offering off-topic ideas that they note down those ideas and follow up with the appropriate individuals after the meeting.

Provide Follow-Up Summaries

Speaking of following up, every conference call host should end the meeting with a quick summary, as well as goals and next steps for the attendees. Make sure everyone has access to the recordings and detailed summaries afterwards. This is where recordings and transcripts of the meeting come in handy, helping you create detailed, comprehensive summaries.

All conference call summaries should include:

• The main ideas presented and discussed
• Who is responsible for offering the new ideas
• Decisions that were made
• Answering questions that were not covered during the meeting
• Request for feedback
• Plans for the next meeting, if necessary
• What actions need to be taken

Implement Your New Conference Call Ground Rules Today

All this information may seem intimidating, especially if you’re not used to hosting conference calls or you’ve had unsuccessful experiences in the past.

Good news: It’s so easy to run an effective conference call when you choose Rev for your transcription services ! This can help all attendees stay on the same page, remind you of the important details in the meeting, and guide further meetings and decisions.

Rev makes it simple: just upload or link to your video or audio file, and our transcriptionists get to work! Try Rev today and start getting the most out of every conference call.

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Microsoft 365 Life Hacks > Presentations > Conference Call Tips to Look & Sound Great

Conference Call Tips to Look & Sound Great

Remote work has all but guaranteed that video calls are here to stay. Being on camera can be cause for anxiety, but for some people and some industries, it may be unavoidable. If you have a job that frequently requires you to be on camera, here are some tips to help you look and sound your best. Whether you’re giving an interview, meeting with clients, pitching an idea, or just talking with coworkers, you’ll be able to put your best face forward.

Let in the Light

If you need to be on camera, it’s vital that your audience can see you.! Think about where you’ve placed your computer setup and how it relates to the light in the room. If you’re in an interior room, make sure it’s well-lit from all angles. You may want to consider purchasing a ring light to provide adequate light to your face, or place a lamp directly behind your camera to ensure that you can be seen.

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If your office has a window, make sure that your face is aimed at natural light, and supplemented with lamps, if necessary. If your face needs to be visible, you should make sure that you’re well-lit and looking your best. No one should ever have to ask you to move to a location with better light because they cannot see you clearly. Visibility is important for connecting with virtual audiences .

Consider Your Equipment

Once you’re well-lit, take stock of what kind of equipment you’re using to conduct your video calls. If your computer’s built-in camera isn’t up to snuff, you may want to invest in a nicer one or use your smartphone, as it likely has a nicer camera than your laptop. If your position requires it, you may even want to use a DSLR to ensure that you’re projecting a high-quality image.

Once you’ve assessed your camera, consider your microphone: if you find yourself on camera every day, the microphone that’s built into your computer might not work as well as you need it to. A nicer model can help to filter out background noise and give you an air of authority.

Of course, investing in nicer equipment won’t be cheap, but you may be able to get your job to help pay for it if it’s necessary for your position.

Look Your Best

Since you’re on camera, you’ll be fully visible to your audience, which means you should take the time to consider aesthetics. This includes but is not limited to:

• How you look
• Your environment

Take time to look your best. This could mean makeup or spending a little extra time on your appearance and wearing something that’s appropriate for your position and the call. You may way to dress professionally if you need to make a good impression or if you’re making a formal presentation. You know how to dress for your position and audience; aim for the best version of that.

You’ll also want to consider your background. If your home office is messy and cluttered, it will distract from the things you’re saying. You want people to focus on you and not on your messy desk or bookshelf. Invest in a backdrop such as a simple hanging sheet. Microsoft Teams supports the ability to blur your background or use a virtual background .

Before hopping on your conference call, test all your audio and visual settings ahead of time to ensure that there are no hiccups. If you’re giving a presentation during this call, double check that your documents and programs are loading as they should, so that everything goes smoothly.

The most important thing is to be prepared. Make sure that you have all the equipment you need and know how to use it, and take the time to practice what you’re going to say and look your best. For more tips, check out Microsoft 365’s guide to overcoming anxiety , connect with virtual audiences , and write a winning presentation .

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Office Technology | What is

What Is a Conference Call: How It Works & Best Practices

Published December 6, 2023

Published Dec 6, 2023

REVIEWED BY: Corey McCraw

WRITTEN BY: Marianne De Guzman

This article is part of a larger series on VoIP .

• 1 How Conference Calls Work
• 2 Types of Conference Calls
• 3 Best Practices for Conference Calls
• 4 Top Conference Call Providers
• 5 Frequently Asked Questions
• 6 Bottom Line

A conference call is a meeting where multiple participants connect via audio, video, or web using an access code. It is typically done over a landline connection or internet-enabled device. Conference calls benefit remote and hybrid teams wanting to communicate over long distances. Keep reading to understand what a conference call is, the best practices, and top providers.

How Conference Calls Work

A conference call works in the same way as a phone call but connects more than two people. It can be conducted through a desk phone or web conferencing solution, but the latter offers more functionality, such as screen sharing, closed captioning, and cloud recording.

Here are common ways to start a conference call:

• The host and participants manually enter the conference room: On the desk phone, dial the conference bridge number, which creates a virtual room where users can host or join meetings. This requires you to input the dial-in number manually and the access code. Once you’re on the call, wait for the others to enter the meeting.
• The host arranges the conference call: If you’re using a web conferencing service, use your browser or your service provider’s desktop or mobile app to arrange the meeting. Select the desired date and time for the call and send the calendar invite to the attendees. To join the meeting, the attendees must click the invite link or enter the bridge dial-in number.
• The host adds participants to the call: The host initiates the phone conference by dialing the number of each participant or choosing the contacts in the directory. The active calls will merge into a conference phone call as the hosts dial additional numbers.

Conference telephone calls made over voice-over-internet protocol (VoIP) include more additional functionality compared to traditional landlines. The participants have access to various features, such as screen sharing, mute, transcripts, and meeting recording.

Types of Conference Calls

Conference calls come in three types: audio, video, and web conference. Knowing the difference between the three is important to learn how to utilize each tool for your conferencing needs. Below is a table comparing its advantages and potential drawbacks.

Best Practices for Conference Calls

A conference call is no different from attending a face-to-face meeting. You have to come prepared, whether you’re simply attending or giving a presentation. Below are some best practices and etiquette tips to ensure a smooth and productive meeting experience for the host and participants.

1. Ensure Your Equipment Works Correctly

Test your conference equipment, such as the webcam, speakers, and microphone, beforehand to ensure they’ll work during the call. If you’re using video conferencing software , check for software updates to avoid getting download prompts as the meeting begins. For hosts or presenters, important files and screen sharing tools should be accessible.

2. Use a Professional Background

Organize your workspace and remove all the visual distractions that are within range of your webcam. If you don’t have time to clean, use the blur feature or the pre-installed virtual backgrounds from your video conference provider. Invest in a lighting product if your space has poor lighting.

3. Manage Background Noise

Find a private space in your home or office to avoid causing interruptions during the call. If disruptions are unavoidable, utilize the noise suppression feature on your microphone, headphones, and conferencing app to enhance audio quality. It’s also good practice to put yourself on mute if you’re not speaking or in a noisy environment.

4. Record the Meeting

Record your conference calls to save time and effort from taking notes and capture discussions for teammates who couldn’t make it. Video conferencing providers like RingCentral and Dialpad use smart features to provide meeting insights in the form of meeting summaries, action items, and keywords.

5. Make Use of Meeting Engagement Features

Enhance participant engagement by using the interactive meeting tools provided by your service provider. Screen sharing is a valuable feature for presentation or training, while live transcription converts the entire meeting conversation into a written text document. Use the whiteboard and co-annotation feature to brainstorm and collaborate with the team.

6. Follow Proper Meeting Etiquette

Video conferencing statistics show that almost 90% of employees multitask during video calls. Conference call etiquette is just as important as it is in office interactions. This allows everyone to make a good impression and maintain a level of professionalism even if all participants aren’t in the same room. Consider the following do’s and don’ts when taking part in a business call:

• Wear office-appropriate attire.
• Stick to the meeting agenda.
• Respect the agreed-upon meeting length.
• Provide meeting-related information ahead of time.
• Be mindful of non-verbal cues.
• Never multitask, even if others can’t see you.
• Don’t talk over another participant.
• Save the snack for before or after the call.

7. Invest in Conference Call Software

The right conference call solution for your business will depend on your budget and feature needs. Ideally, a teleconference provider should have a service level agreement (SLA) of at least 99.999%. This way, the chances of call dropping are almost zero. Look for providers that offer HD voice in their packages to ensure optimal voice quality during conference calls.

Top Conference Call Providers

The best conference call services offer businesses impressive sound quality, a user-friendly interface, multiple collaboration features, and a secure platform. To help you decide which provider suits your business needs, we provided the top four solutions and summarized their unique offerings.

• RingCentral
• GoTo Connect

RingCentral is our top recommended VoIP phone system , thanks to its comprehensive communication features suitable for businesses looking to scale. Its audio and video conferencing capabilities enable users to hold instant calls and access various meeting tools, such as collaborative notes, breakout rooms, and closed captions. Monthly plans start at $30 per user.

Add another participant in a RingCentral call to make it a telephone conference. (Source: RingCentral )

Check out our RingCentral review to learn more about its specialized conference call features.

Visit RingCentral

Nextiva joins our list of the best business phone systems because of its powerful VoIP platform. All plans support 45 minutes of video calling while upgrading to higher tiers includes unlimited conference calls for up to 40 to an unlimited number of attendees. It has a full-featured mobile app with rich collaboration features, allowing teams to manage their communications from anywhere at any time.

Nextiva provides all the meeting-related information you need before joining the call. (Source: Nextiva )

Visit our Nextiva review and get all the latest information on its pricing, mobile meeting features, and use cases.

Visit Nextiva

GoTo Connect is a cloud phone meeting solution that lets users dial into meetings with numbers from over 30 countries. Meeting tools include background noise suppression, drawing tools, and keyboard and mouse sharing. Upgrading to its Standard plan gives you unlimited calls to over 50 countries and robust call management features.

GoTo Connect enables users to host video conferences for up to 250 participants with 25 simultaneous webcams. (Source: GoTo Connect )

Head over to our GoTo Connect review to see what our expert reviewer has to say about its unified communications platform.

Visit GoTo Connect

Zoom is the industry leader in the video conferencing market and the top provider in our list of the best free conference call services . Its free plan allows users to host unlimited 40-minute group meetings for up to 100 participants, with access to a wealth of collaboration tools. These include meeting recording, co-annotation, screen sharing, and breakout rooms.

Zoom offers various conferencing features, such as in-meeting chat, mute, record, and breakout rooms. (Source: Zoom )

Explore our Zoom review to learn more about its pros and cons, ease of use, and scalable plans.

Frequently Asked Questions (FAQs)

How much is a conference call service.

Conference call pricing is divided into two cost structures. Some offer pay-as-you-go plans, while others charge a flat monthly rate for unlimited use. With pay-as-you-go plans, rates typically range from 2 to 10 cents per minute for each participant on the call, while monthly plans range from $15 to $40 per user. Some providers charge extra fees for premium features like transcripts and call recording.

Should I get a free or paid conference call service?

If you’re looking to save money or for a budget-friendly way to communicate with your small team, a free conference call service is a practical choice. However, it’s important to note that they have fewer features than paid services. Choose a paid subscription if you want to accommodate more participants and get advanced meeting tools like meeting summary and live captions.

What is the purpose of a conference call?

Conference call services provide multiple benefits to remote and hybrid workers, specifically in making communication more accessible across the organization. Despite being geographically distributed, a good conferencing call service makes it easy to connect all employees without being in the same location at the same time.

Bottom Line

As we shift to online spaces, it’s about time to utilize conference calls to connect with our teams and facilitate collaborative work experiences. To make your conference call sessions more efficient and productive, make sure to look for providers offering tools and features that will make team communication easier.

About the Author

Find Marianne On LinkedIn

Marianne De Guzman

Marianne is a staff writer covering business phone systems, unified communications, and contact center platforms. She started her career as a freelance content writer, producing hundreds of content for global clients. From there, she built her expertise in writing about software as a service (SaaS) content.

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Conference calling made easy

• Set up a conference call

How to improve your conference call presentation

Presentations can be tricky things to pull off, particularly conference call presentations where you can’t see your audience and adjust your delivery speed and pitch to match their reactions.

Not only that, there’s also no guarantee they’ll be looking at the slides you’ve sent across – you’d be surprised the things people get up to while on a teleconference .

So it’s important you make any presentations as engaging as possible, here’s how…

Prepare throroughly

As with any presentation, the most important thing is to fully prepare and make sure you’ve a clear idea of how you want the conference call to go and how long it’ll take to get through the full agenda.

And make sure everyone has a copy of the agenda so they know exactly what to expect.

Get a bright start

The opening few minutes of any presentation are arguably the most important as this sets the tone and people will make up their minds whether both you and the subject matter are engaging enough to hold their attention.

So make sure you get off to an enthusiastic start – even if the subject matter is a little mind-numbing, a bright opening  could be enough to hold everyone attention.

Keep on track

Once you’re up and running, it can be easy to get sidetracked by other issues that rear their head, but it’s vital you stick to your agenda as the time, and people’s attention, can run away from you.

In order to do this, you need to make sure your presentation is broken down into manageable chunks that are easy for the audience to follow.

And to make life easier, there’s no reason why you can’t read from a script – no-one can see you after all – just make sure you keep it engaging, it’s easy to slip into monotonous tones if you’re reading from a sheet.

Keep an eye on the time

As part of the preparation for your call, you’ll have set a time  limit for each item on the agenda – so be mindful of time and make sure you stick to it.

And make sure you factor in time at the end for questions, this means that if you’ve an hour set aside for the call, your presentation shouldn’t last longer than 45 mins.

It’s also worth periodically asking the other participants for their input during the presentation to keep everyone’s interest up, and it may even be worth picking out individuals to comment on certain items, rather than just inviting comments from the group.

And as your presentation is ending, be sure to wrap things up and recap any points that need looking over again and make sure all actions have been allocated before you formally end it.

Review the meeting

Once the meeting is done and dusted and everyone has had time to process the information, ask for feedback on how it went and how you could improve things for next time.

You can also recap the conference call yourself – with ConferenceCall.co.uk you can record your call for free and have it emailed back to you as an MP3 so you can review it and send it out to anyone that missed the meeting.

For more information on this service, click here .

How to look good on a video conference

First impressions go a long way, so if you struggle to look good in front of a webcam, this infographic from Hubspot has some handy hints and techniques to help make sure you look your best.

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Watch how to host an online meeting or set up a conference call

Conference calls and online meetings give you the power to connect with participants easily and effectively. By hosting an online meeting and bringing everyone together in a single digital space, you can communicate ideas and share thoughts efficiently as a group, regardless of distance.

How to start an online meeting or a conference call

Conference calls turn traditional telephone communication with prospects, customers and employees into powerful tools for your business. To get started setting up an online meeting or conference call with GoTo Meeting, simply follow these steps:

Step 1. Sign in to your account

Step 2. schedule a meeting time, step 3. choose your audio options, step 4. set permissions and passwords, step 5. edit details and invite attendees, step 6. start the meeting, step 7. access your control panel, step 8. conduct the meeting, step 9. follow up, what are the benefits of conference calls.

Knowing how to host a meeting online with GoTo Meeting is only part of the equation. Here are some reasons why you should be using conference calling for your business.

Simplify your communications

Getting everyone together on a single telephone call doesn’t have to be difficult. GoTo Meeting’s built-in scheduling and contact options bring your team together at the click of a button.

Connect from anywhere

GoTo Meeting conference calling is compatible with any Mac or PC desktop or laptop. It’s also fully supported on iOS and Android mobile devices via the official GoTo Meeting app. This means that no matter where you are, you’ll have direct access to powerful conferencing options.

Integrate with your calendars

The last thing you need is another program sending reminders and trying to get your attention. With GoTo Meeting plug-ins, you can schedule and access meetings directly from Outlook and Google calendars.

Simple, clear conferencing with GoTo Meeting

GoTo Meeting offers a full suite of conference call features to ensure that you get the most out of your meetings.

Optional toll-free numbers for over 50 countries

Connect with teammates, clients and prospects from around the globe without your participants having to worry about long-distance charges. GoTo Meeting offers toll-free numbers for more than 50 countries.

Free conference call recording

Don’t let important information or ideas be forgotten. GoTo Meeting call recording creates a digital record and transcript of your conference calls, so you can review, share and keep meeting details for future use.

Single-tap conference call meetings with screen sharing

The last thing you need when conducting a conference call is confusing, overly complex controls. GoTo Meeting makes setting up a meeting and sharing your screen as easy as pushing a button.

Custom email invitations

Show your invitees that you care with customized email invites that address them personally and represent your brand effectively.

High-quality video conferencing

When audio just isn’t enough, incorporate high-quality video into your conference calls and never miss out on the nonverbal side of communication.

Integrated scheduling

Incorporate GoTo Meeting into the calendars you already use. GoTo Meeting plug-ins for Outlook and Google calendars mean you’ll have your most important schedules all in one place.

Mobile applications

Don’t chain yourself or your participants to the office. GoTo Meeting mobile apps for iOS and Android make conferencing on the go a reality.

Reservationless connections

Include up to 500 participants in an audio-only conference call without having to schedule or reserve bridge capacity beforehand through OpenVoice. Hold audio conferences whenever you need to you, even at a moment’s notice.

Get answers to all of your meeting questions

• A meeting planning checklist is a resource that will help you plan a successful meeting. Here are some items a meeting planning checklist may contain:
• Identify the purpose of the meeting
• Create an initial agenda
• Formulate a list of meeting participants
• Determine the roles of meeting participants
• Schedule a date, time, and location for the meeting
• Send a meeting invitation to key meeting participants
• Here are some tips to starting a successful conference call:
• Start a conference call by introducing yourself and anyone else on the line
• Briefly state the purpose of the meeting and get into the meat of the call quickly
• Coordinate the speaking order before the call
• Guide the discussion by keeping the team on topic and off tangents
• Send out a brief call summary after the call
• The best way to introduce someone on a conference call is to:
• Briefly mention their name and role
• Give a short reason as to why they are on the call
• Mention when during the call they will be speaking (if applicable)

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What is a conference call?

A conference call is a telephone meeting. Participants dial in using a conference bridge number, which connects them to a common virtual meeting room that can be joined by people almost anywhere in the world. The meeting organizer may also call participants individually to add them to the conference line, a practice known as ad hoc conferencing.

In addition to a common dial-in number (usually provided via email or calendar invite), the conference call organizer may also supply a bridge URL. This link can connect callers to web conferencing services, through which they may use computer audio and possibly access other types of media and collaboration tools, including screen shares, video chats, and instant messaging platforms.

Conference calls have always been important for connecting employees with each other, and for helping a company reach external parties, such as its customers and business partners. However, their importance has greatly increased as more organizations have come to rely on telecommuters and mobile employees , while also expanding their geographical presences through branch offices. In addition, traditional conference calls are evolving to encompass more modern features, such as video conferencing , screen sharing , digital whiteboarding, and more.

How does a conference call work?

Let’s walk through a few examples of how a typical conference call might proceed, starting with one made from an IP phone.

IP phone with ad hoc conferencing

Step 1: The organizer sets up the conference bridge

A conference bridge is basically a server that can answer, merge, and manage multiple calls as needed. Before any conference call can be conducted, a bridge must be in place so that two or more participants may dial in to the same number or join the same URL. Bridges may be internally hosted or instead entrusted to an outside hosting provider.

Step 2: The organizer calls the participants

In this example, the organizer will use their IP phone to add different numbers to the main conference call. On a device like the Cisco IP Phone 8800 Series, this can be done using the Conference button. An alternative is to use the Star Code feature to create a conference bridge URL and then add calls to that virtual room, as explained here .

Step 3: The conference call begins

During the call itself, participants can speak and use various features such as the mute button, which turns off their audio to eliminate background noise and echo while still allowing them to listen. Hold music may be played before everyone has joined, or if the call is temporarily paused. The organizer can end the call when desired, and callers may drop off at any moment.

IP phone with distributed dial-in number

This setup works mostly the same as the one above, except for the middle step. Instead of the organizer calling lines one by one and merging them, everyone dials into the same conference bridge number (i.e., the dial-in), or joins via bridge URL.

The needed dial-in number or URL would have been shared most likely via email or instant message. Depending on the conference call software/hosting being used, a PIN may be required as well. This can be keyed in via telephone keypad. For people joining via web, they may have to provide a few basic details and subsequently be let in by the organizer.

Web conference with computer or mobile device

Step 1: Arrange the meeting via web interface or mobile app

Web conferencing software allows an organizer to set the key parameters for the online meeting, such as its dial-in, PIN, and URL, from a web interface or dedicated desktop or mobile app. This provides a bit more flexibility than having to handle everything from an IP phone. For these types of conferences, the bridge is the web server behind the conferencing service. Since everything goes over an IP network such as the public internet, calling costs can be kept down, e.g. when making international conference calls between farflung remote teams.

Step 2: Have everyone join the conference call

All of the details drawn up by the organizer can then be included in a standard calendar invite and sent out prior to the meeting. For invitees, joining the call is as easy as keying in the provided dial-number or following the URL. Another possibility is to use a mobile, desktop, or web app to join, in which case the process can be as straightforward as simply clicking or tapping a button when it’s time to begin.

Step 3: Conduct the conference call

When conference calls are hosted via a web conferencing service, there may be many more options available to both the organizer and the participant than there are when everyone is using an IP phone. That’s because the virtual room/conference bridge everyone is joining can include features such as:

High quality video: Modern conference calls do more than just join participant’s audio. They include HD video so that you can look everyone in the eye. This evolution of the traditional conference call has helped drive more productive meetings, increased engagement and focus, and improved interpersonal connections.

Screen sharing and whiteboarding: Alongside the audio in the conference call, any participant can easily share what’s on their laptop, phone, or tablet - for example, for the purpose of walking through a document or showing off a video or animation. Digital whiteboards may also be incorporated, depending on the solution.

Instant messaging: Real-time chat may be integrated into a web-based conference call. This can be useful for sharing links or thoughts while the meeting is in session, all without interrupting the speaker or potentially introducing a lot of background noise by unmuting.

Advanced audio and meeting controls: Free from the hardware constraints of a desk phone, web conference call organizers and attendees can use software buttons to mute themselves (or others), record the call, view a list of participants, and more.

Additional security protections: End-to-end encryption for web conferences ensures that all content shared in the meeting is kept safe from prying eyes.

As long as a conference bridge URL is provided, invitees can participate using their phones, PCs, Macs, or tablets, in addition to other options like IP phones or standards-based video conferencing systems. Conference calls have steadily evolved to keep up with technological trends, and it’s now common for invites to include a link or button so that the conference can be joined without a conventional dial-in.

What are conference calls used for?

Internal chats

Does your company have multiple offices or employees who work from home or branch sites? You’re in good company if you do. According to FlexJob, there were 4.7 million remote workers in the U.S. as of 2019. A conference call is a reliable way to connect them for a quick, informal chat regardless of location. Participants can take turns speaking, exchange ideas, and provide feedback.

Client-facing presentations

If you set up a conference call with web conferencing features, you can share your screen and provide a sales demo for a current or potential client. The sophisticated collaboration capabilities of a web conference let your team connect with a client as if you were all in the same room. You can leverage features like instant messaging, video conferencing, and audio controls to ensure a rich and immersive experience.

Large meetings

Conference calls are the go-to venues for all-hands gatherings and earning calls. A conference bridge can support numerous callers simultaneously, providing high-quality audio so that they can listen in to what the current speaker is saying. These types of calls are also good venues for question and answer sessions.

What is conference call etiquette?

A while back on Twitter, a photo of so-called “conference call bingo” circulated, with squares indicating some of the most common phrases uttered on conference calls, including:

“Sorry, I was on mute.”

“Who just joined?”

“(Loud, painful echo/feedback)”

“Sorry, didn’t catch that, can you repeat?”

“Can everyone see my screen?”

These sayings reflect some of the common complications that arise during normal conference calls, which without coordinated action by participants as well as proper oversight by the organizer can easily spiral out of control. This is why conference call etiquette is key. But what does it entail?

The first rule of conference call etiquette, if we had to draw one up, would be to go on mute unless speaking. The mute button turns off your microphone but still lets you listen in to what’s going on. When muted, any background noise gets silenced so other participants don’t have to listen to cars or planes going by, babies crying, loud typing, or other possible distractions. Many modern solutions today include automatic background noise suppression for these common, everyday sounds.

The second rule would be to introduce yourself before speaking, so that others know who’s talking. This is becoming less of an issue with modern web conference systems that include things like facial recognition or at the very least, display a person’s name on screen. Be sure to speak clearly and to avoid interrupting if possible.

It’s also advisable to join the call earlier than its scheduled time, particularly if you are the organizer. By doing so, you can make sure you don’t miss anything and that attendees don’t have to listen to hold music for an inordinate amount of time. Solutions that allow you the control to choose whether participants can join without the host are a good idea if you want to avoid the dreaded hold music altogether.

Other etiquette tips include removing any distractions during a video conference and providing all the dial-in and join-related information to everyone beforehand (including any changes to the bridge number), so that you don’t have to wonder why no one is joining.

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Conference Call Script Samples: 5 Ways to Make Your Next Meeting Productive

This conference call script sample covers meeting introduction, goal making, speaking order, discussion steering, and call summary.

Let's face it: Conference calls aren’t always the most efficient way to communicate.

Confusion about who is speaking, participants talking over each other, how to start a conference call, unclear goals, and irrelevant side conversations can all waste time and frustrate participants.

Avoid these pitfalls and chair your next meeting with confidence with these five conference call script samples and guidelines.

1. Introduce Speakers, Meeting Introduction

Naturally, you’ll want to introduce yourself and all the presenters. Make sure to introduce participants who are new to the group.

Hello everyone. This is Larry from Microdot Technology. I'm calling in with Jimmy Wayne, Susan Francis, and Lou Denver. [Pause to allow them to greet]. We also have the Chief Financial Officer, Michael Chen, calling in from LA.

However, if you’ve got a larger conference call (more than 10 people), it’s not going to be efficient for you to run through a list of names during the meeting introduction. In fact, people may tune out. Instead, just acknowledge there are a lot of people and only introduce key speakers.

Hey everyone, Juan from Centurion Marketing here. I wanted to take a second to remind everyone to stay on mute during the presentation. Please hold your questions until the end, as there’ll be time for questions and answers. Without further ado, I’d like to introduce our speakers: Justin Davids and Priti Gupta from Passenger Technology.

2. Get to the Point

Next, open with a brief summary of why you’re meeting and what you hope to accomplish during the call.

Okay. So we want to come up with a strategy for the Cutlass Software buyout. We need to iron out how we're going to finalize the contract and secure the funds. Our legal team will coordinate details with our financial officers, and then I need to sign the paperwork. This is going to be a team effort for all of us on the call.

3. Plan Speaking Order Ahead of Time

Plan out the order that each person will speak in. If you’ve got multiple departments, consider arranging speakers by department in an order that makes sense for your topic. Think about emailing an agenda ahead of time so there's no uncertainty about who speaks and when. That way you can avoid dead air, talking over each other, and generalized confusion that can disrupt the call.

You can even go a step further and add estimated speaking times in the agenda. This will give speakers an idea of how long they have, as well as give participants a sense of forward momentum.

Let's get started with our Legal Counsel, Susan Francis. She's been working on the buyout contract for the past month. Susan, what can you tell us... [allow conversation] Thanks, Susan. The next speaker on our agenda is from our financial services department, James Fitzpatrick. James, tell us what the banks need from us... [allow conversation] So that's all for legal and financial. I'm going to say a few words about where Microdot Technology is headed... [allow conversation]

4. Steer Discussion Successfully

You can plan a discussion all you want, but conversations can have a life of their own and go in many different directions. So you’re going to have to shape the flow in a polite way. An effective way to do this is to acknowledge the previous person’s point and then offer to continue their conversation in another venue, whether offline or in a different conference call.

Susan, can we discuss your concern in a few minutes? Lou will present the logistics schedule next. James, that's a valid point, but let's take it offline after the meeting. These are all good ideas, but we only have 15 minutes left and need to focus on the main goal. I’ll arrange another call to go do some more brainstorming. Lou, we can save that for the presentation we're giving the shareholders next week. That's a fair point. But we don't need to finalize a public announcement until the buyout has been announced to Cutlass shareholders next quarter.

5. Summarize the Call

To wrap up your call, give a brief summary of what was discussed. It’s good practice to highlight how the call brought your team closer to the goals you outlined in step 2. This will make people feel like it was a productive meeting.

Then provide some guidance on what the next steps are. If you need another meeting, set a tentative date. Tell participants that you’ll follow up and share any new or outstanding action items with them. And don’t forget to thank everyone for their time.

Alright, nice call everyone. We decided to rewrite the contract, so Susan, please get started on that ASAP. And with the banks, James will determine if we should use our own capital to buy out the 8% share remaining with Cutlass Software or apply for a loan. Susan and James, please send your documents to the board of directors and me by Friday. We'll meet again when the contract gets finalized. Thanks, everyone. Have a good day, and talk to you soon.

For more ideas on how to start a conference call and how to conduct productive calls, read our blog posts about how to chair a conference call  and  conference call etiquette . And for those participants who are calling in from home, check out our blog on remote work tips to improve call quality.

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