Valuable Tips to Consider When Hosting International Conferences

With international calls, you must be prepared to take extra precautions and take into consideration the time, cultures, values, and personal lives of those involved. Lifestyles vary greatly from country to country, and different time zones can make orchestrating a successful call very difficult. Keep this in mind, so that you can make the call a pleasant experience for all of those involved. There is nothing worse than inconveniencing or offending important individuals within your company or business. You should keep an open mind within your conference, and be completely prepared as you would with any other conference. These tips will help you to ensure that your call goes smoothly.

Hosting International Conferences

  • Timing is one of the biggest issues when it comes to an international call. To start, you should identify the time zones of all individuals who will be engaged in the call. You should attempt to schedule the call at a time that is most convenient for a majority of the participants, which could be extremely difficult. In order to ensure that all participants can attend, you should try to schedule the conference a few weeks ahead of time. Do not forget to respect the set meeting time; it may already be highly inconvenient for some participants, so it is important to stick to the schedule, be timely, and keep the meeting as short as stated.
  • An agenda for the meeting should be drawn up long before the conference, and a copy should be sent to each participant. This way, all participants are well aware of the crucial points of the meeting and are fully prepared for the scheduled conference call. This helps to ensure that the meeting moves quickly and easily, as no-one will be left in the dark. The agenda should also be as detailed as possible, and you should be sure not to stray from it during the call, as it could mean a much longer conference than intended.
  • Since you will be conferencing with international individuals, you should be mindful of their different nationalities, cultures, and native languages. In the case of an international conference, it is probable that not all of the attendees speak the same native language; this means you should ensure that all participants understand the meeting as it proceeds, and you should stop frequently for any questions. You should be polite, and mindful of any cultural differences. Avoid using slang or any potentially offensive language (even though it may not be considered offensive in your native language or country).
  • While maintaining an international conference, you could always spice it up by having the international members share interesting details about their lives or culture periodically; this can help to keep the attention of the other participants, while also resolving any possible tension or boredom. Of course, it is important to respect the privacy values of different participants. Keeping a call interesting, productive, and successful is very important for all involved; especially for the business.

Now that you are a little more prepared for your international call, you can move along to ensuring that you have all of the proper devices for participating in it. Do not forget to download your call software, and to ensure that it works as it should.

Image Source : International Conferences.


This article is written by Max who writes for Powwownow. Powwownow provides services such as conference calling, phone conferencing and free web conferencing.

About Amit Shaw

Amit Shaw, Administrator of iTechCode.He is a 26 Year Ordinary Simple guy from West Bengal,India. He writes about Blogging, Technology, Gadgets, Programming etc. Connect with him on Facebook, Add him on Google+ and Follow him on Twitter.

Comments

  1. Excellent points on International conferencing. I think that any time you have a conference you need to be a good host and make sure that everyone has all the information they need to attend on time.

    If something goes wrong and the conference is having problems, there must be a way to notify the people quickly ane effectively. People grow impatient rather quickly and that is understandable.

  2. Kelvin Entrepreneurs Discuss says:

    Thanks Max…
    I remember in 2010 how i flopped trying to make an international conference call with some of my friends in different countries…

    Your post really is a good guide that i wish i saw before that time… It’s useful to me as i plan to make a conference call very soon…

    Thanks for sharing…

  3. Donna Merrill says:

    Hi Amit, It is so important to know how to have international conference calls because most of our friends and clients are world-wide. Thanks for all the tips and having our mindset in the correct place!

    I like the point that you brought up by having our agenda first before the call. Especially sending a copy to each individual. Thanks, I’ll keep that in mind.
    Donna