How do you coordinate conference call hosts?

1 Define the roles

Before you invite anyone to join or host a conference call, you need to define the roles and expectations of each host. Typically, there are two main types of hosts: the leader and the facilitator. The leader is the person who sets the agenda, guides the discussion, and makes the decisions. The facilitator is the person who handles the technical and logistical aspects of the call, such as dialing in, recording, muting, and troubleshooting. Depending on the size and complexity of the call, you may have one or more leaders and facilitators, or you may combine the roles into one. Make sure you communicate clearly who is doing what and how they can support each other.

2 Prepare the hosts

Once you have selected and assigned the hosts, you need to prepare them for the call. This means providing them with the necessary information, tools, and resources to run the call effectively. For example, you should share the agenda, the objectives, the participants, the dial-in details, and the backup plan with the hosts in advance. You should also train them on how to use the conferencing platform, how to manage the audio and video settings, how to record and share the call, and how to handle any issues or questions that may arise. You should also schedule a rehearsal or a test run with the hosts to ensure everything works as expected and to address any concerns or feedback.

3 Coordinate the hosts

When hosting a conference call, it is important to coordinate the hosts to ensure a smooth and professional flow. To do this, start and end the call on time and stick to the agenda. Introduce yourself and the other hosts and welcome the participants. Explain the purpose and format of the call and how to participate. Speak with a clear and courteous tone, avoiding jargon and slang. Monitor the time and keep the discussion on track and focused. Encourage interaction and feedback, acknowledging contributions. Summarize the key points and action items before thanking everyone for their time. End the call gracefully, disconnecting properly.

4 Follow up with the hosts

After the call, you need to follow up with the hosts to evaluate the outcome and improve the process. This means collecting and analyzing the feedback, data, and recordings from the call and sharing them with the hosts and the participants. You should also thank the hosts for their efforts and recognize their achievements. You should also discuss what went well and what could be improved and implement any changes or suggestions for future calls.

By following these tips, you can coordinate conference call hosts effectively and ensure a positive and productive conference call experience for everyone involved.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?