Virtual meetings are growing in popularity, and that trend isn’t likely to change any time soon. As a result, people in all types of roles are being called upon to create and host conference calls.
Whether you always work remotely or need to hold a quick virtual meeting from the office, the ability to conduct virtual meetings is essential in today’s work environment.
If you’re new to virtual meetings or FreeConferenceCall, you may be wondering how to start a conference call session.
Follow our step-by-step guide to learn how to start a conference call session and get tips on how to successfully lead an effective conference call.
1. Get a free account
If you haven’t already, create an account on FreeConferenceCall by signing up with your email and a chosen password. Your account will be activated within seconds.
2. Login to your account
Once you’ve created your account, log in on FreeConferenceCall.com. On your home screen, you will see important information, including your dial-in number, access code, and your host PIN number.
When it’s time for the meeting, you will connect to the conference call using the provided dial-in number, followed by your access code and PIN. Your host pin will allow you to use phone keypad commands to manage the meeting, including mute, record, and more.
3. Schedule a call
Select a date and time for your conference call. You can include the meeting agenda while scheduling the call.
Need more than a call?
To add video conferencing or screen sharing to your call, download the collaboration tool to your computer. This gives you the opportunity to host free online meetings with upgraded features, such as screen and document sharing.
4. Invite attendees
Once you know who needs to be in the meeting, it’s time to send the invites. There are a few ways to send conference call invitations:
- Online invitation or email. You can send meeting invites directly from FreeConferenceCall.com by clicking “invite” below your meeting credentials. You can click “Copy to Clipboard” or “Invite by Email” to distribute the meeting details on your own. Or, expand your view on the Free Conference Call website to add participant emails and invite directly from the website.
- Google calendar. Install the com Google Calendar™ extension and follow the instructions.
- Download the FreeConferenceCall Outlook® plug-in and follow the instructions.
No matter how you send the invites to participants, be sure to include the dial-in number and access code. Participants living abroad will connect to the conference using any of the international dial-in numbers.
5. Prepare for the meeting
Going into a conference call unprepared can leave you feeling frazzled and lead to potential embarrassment. Set yourself up for success by preparing your agenda, goals and action items ahead of time to feel more confident going into the meeting. This also helps ensure your meeting runs efficiently and conversations don’t go off the rails.
6. Test your technology and get familiar with FreeConferenceCall features
If you’re calling in to the conference from something other than a phone (e.g., laptop), test the equipment before the meeting to verify that everything is working as it should.
Before starting the call, spend some time getting familiar with the different commands you may need to use as a host, such as mute, record, and managing Q&A.
7. Call in to the conference
If you’re the host, call the provided dial-in number, followed by the access code and host pin a few minutes before the meeting.
If you’re a participant, join the meeting at the scheduled time using the dial-in number and access code provided by the host. If you’re the first caller, you will hear hold music until another participant arrives.
8. Begin collaborating
Conference call participants may be hesitant to speak up and share. As the host, you can open the dialogue by sharing a quick story about your day or asking a question that you know will break the ice.
Once everyone is on the call, begin by going through the agenda and stating the purpose of the meeting. Let everyone know you encourage their participation and contributions at the start of the meeting. If needed, take time to make introductions so all participants are familiar with the others’ positions and roles.
9. Ending the call
Provide a recap of the meeting at the end of the call and confirm that everyone understands the next steps, deadlines, and responsibilities.
If you’ve recorded the call, you have three options for playback:
- Listen to the call using the provided playback number — you can share this playback number and access code to anyone who wishes to hear the conference)
- Download the file to your computer to share with others
- Stream via iTunes or Real Player
Still have questions? No problem! Our Support Center has detailed information on everything you need to know, from hosting and setting up a meeting, adjusting meeting controls, recording calls, and more.
