Step 1. Sign in to your account.
Setting up conference calls or online meetings requires that you register an account with GoToMeeting. GoToMeeting offers a free 14-day trial so you can get a feel for the service before you commit to anything. Once you have an account, sign in to access your options on the “My Meetings” page.
Step 2. Schedule a meeting time.
On the “My Meetings” page, click the “Schedule” button under the “Schedule a meeting” section. A new window will open in your browser. Use the available options to select a date and time for the conference call, and designate whether the meeting will be reoccurring. If you have attendees across different time zones, make sure that you set your meeting for a time that works well for everyone. We recommend Thursdays at 12:00 pm / 3:00 pm.
Step 3. Choose your audio options.
From the same window, click the “Audio” tab to access your audio options. From here you can select whether to use your computer’s built-in audio, such as a microphone and speakers, or use your own conference call service. GoToMeeting also provides long-distance and toll-free number options, as well as the Call Me feature.
Step 4. Set permissions and passwords.
There are two other tabs you can access in this window: “Co-organizers” and “Password.” From The “Co-organizer” tab you can designate whether anyone else involved in the call should have the same permissions as the host, allowing them to direct and control the call from their own computer. And, if you’d like an extra layer of security, you can set a password via the “Password” tab and then send the password information to your attendees.
Step 5. Edit details and invite attendees.
Use the “My Meetings” page to invite attendees. You can come back to edit details and invite more attendees at any time. Optional plug-ins also allow you to schedule meetings directly through Outlook or Google Calendar.
Step 6. Start the meeting. If you’d like to host a non-scheduled meeting right away, you can do that from the “My Meetings” page. Just click “Start your meeting,” and then click “Share” to send meeting details to your attendees. To begin a scheduled meeting, go to your meeting history, find the correct meeting and click the “Start” button.
Step 7. Access your control panel.
During your meeting, you can access a range of options from the control panel on the right side of your browser window. Here you will also have access to the complete list of conference call attendees.
Step 8. Conduct the meeting.
Time to start collaborating! Don’t forget to use the meeting recording option so that later you’ll be able access all of the important information being shared.
Step 9. Follow up.
Once you’ve finished your conference call, check with your attendees to make sure that there aren’t any questions or concerns. Share the call recordings with all participants.
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)