When sending an email to request an appointment for a Conference Call – be precise and to the point in what you plan to discuss and how much time you are requesting. Sharing as much information during the initial request helps all parties to be effective, relevant and professional participants during the conference call.
Not only does it save time and confusion sending clarifying emails back and forth, but it also saves the recipient the frustration of wondering ‘what is the conference call about and why do we even need to schedule one?’
By being proactive and sharing as much information upfront, it will help to all parties to prepare in a timely manner so the call can be productive and efficient. No one likes to be caught off guard and unprepared.
Here’s an example:
Joe, I would like to schedule 30 minutes next week for a conference call with you to discuss:
1) The status of XYZ project
2) Marketing materials for the ABC program
3) Preparations for the LMN conference
I’m available either: (list three possibilities). Do any of those times work for you? If not, please let me know what is convenient for you so I may plan accordingly.
I look forward to the call.
As the facilitator of the call, make sure you stick to the agenda and the time outlined in the request. If the call gets off topic, make a note of the new topic and decide if it needs to be addressed at a later date. Keeping on topic and on task shows respect to the other parties and only helps to build your credibility and demonstrates professionalism.
Are you ready for your next conference call?