Key Phrases for Leading Conference calls

Te presentamos nuestro valioso recurso: el documento "Leading Conference

Calls" en inglés, especialmente diseñado para profesionales como tú.

En este completo material encontrarás estrategias y consejos prácticos para

llevar a cabo conferencias exitosas en inglés, asegurando una comunicación
efectiva y profesional en el ámbito digital y de las tecnologías. Aprenderás a
manejar situaciones comunes, optimizar el uso de herramientas tecnológicas y
destacar como líder en tus reuniones virtuales.

Además, este recurso te proporcionará un amplio vocabulario específico para el

entorno digital y tecnológico, así como frases útiles y expresiones clave para
utilizar durante tus conferencias en inglés. ¡No te quedes atrás en la era digital
y potencia tu carrera profesional con este valioso recurso!

1. CHECKLIST FOR CONFERENCE CALL PREPARATION

● Set Clear Objectives: Define the purpose and desired outcomes of the
conference call.
● Develop an Agenda: Create a detailed agenda with specific topics and
time allocations.
● Distribute Agenda in Advance: Send the agenda to all participants ahead
of time to ensure they are prepared and informed.
● Provide Dial-in Information: Include the date, start time, end time, dial-in
numbers, and any pass codes in the invitation or agenda.
● Consider Time Zones: Take into account different time zones when
scheduling the conference call to avoid confusion.
● Coordinate a Meeting Coordinator: Designate a meeting coordinator who
will be responsible for managing the logistics during the call.
● Test Technology and Equipment: Check the conferencing tools, audio
quality, and internet connection to ensure smooth communication.
● Create a Backup Plan: Prepare alternative communication methods in
case of technical difficulties or connection issues.
● Establish Ground Rules: Set guidelines for participation, speaking order,
and any specific protocols for the call.
● Provide Relevant Materials: Share any necessary documents,
presentations, or supporting materials in advance.
● Familiarize Yourself with Participants: Research the background and
roles of the participants to facilitate engagement and interaction.
● Create a Welcoming Atmosphere: Set a positive and inclusive tone at the
beginning of the call to encourage participation.
● Plan for Q&A and Discussion: Allocate time for questions, discussion,
and feedback during the call.
● Anticipate Potential Challenges: Identify potential issues or conflicts that
may arise and plan strategies for addressing them.
● Rehearse and Review: Practice leading the conference call and review
the agenda to ensure a smooth flow of discussion.

2. SETTING CONFERENCE CALL ETIQUETTE

● To ensure a respectful and productive conference call, it's essential to

establish clear etiquette guidelines for all participants. As the call leader,
it is your responsibility to communicate these expectations. Here are
some key points to include:
● Join on Time: Participants should call in at the scheduled start time and
announce themselves upon joining.
● Avoid Interruptions: If a participant joins the call late, they should wait for
an appropriate break to announce themselves, minimizing disruptions.
● Minimize Distractions: Participants should avoid using cell phones,
playing music, or putting the call on hold. Find a quiet environment and
mute your phone when not speaking to prevent background noise.
● Identify Yourself: Begin your contributions by stating your name to ensure
clarity and distinguish between multiple speakers.
● Come Prepared: Participants should review the agenda and have any
relevant materials ready before the call.
● Be Courteous: Show respect to other participants by not talking over
others and adhering to the designated meeting timelines.
● Keep Contributions Concise: Share comments and questions that are
brief, relevant, and directly related to the agenda topics.
● By setting and reinforcing these etiquette guidelines, you can create a
professional and efficient conference call environment that maximizes
participation and engagement.
 3. KEYS TO A SUCCESSFUL CONFERENCE CALL
Leading a successful conference call requires effective management and
maintaining momentum throughout the meeting. Here are some key strategies:

● Establish Control: Take charge from the beginning by reviewing the

agenda and introducing yourself as the leader. Allow participants to
announce themselves and enforce the conference call etiquette.
● Timeliness and Inclusion: Start the call on time and conduct a roll call.
Avoid interrupting the discussion for late arrivals. Wait for appropriate
break points to allow latecomers to introduce themselves and join the
meeting officially.
● Manage Flow and Engagement: The structure and purpose of the
meeting are crucial to its success. Know your participants and listen
attentively to keep the call moving in the right direction. Remember that
silence does not always indicate agreement or understanding. Actively
seek feedback from individuals and encourage their participation.
● Stimulate Discussion: As the call leader, solicit feedback directly, create
opportunities for all voices to be heard, and challenge participants to
contribute further. Be alert to signs of disinterest or intimidation, and
encourage increased participation.
● Repeat and Summarize: Take note of key questions and comments and
repeat them as necessary to ensure everyone benefits from the
discussion.
● By following these strategies, you can maintain control, engage
participants, and ensure a successful conference call that achieves its
objectives.

4. PRE-CONFCALL CONTACTS

● Pre-Conference Telephone Calls

● Hey, just wanted to check if you're available on... (Day/date/time)
● I'd like you to join a conference call on... (Day/date/time)
● I'm scheduling a meeting on... (Day/date/time). Can you make it?
● You're invited to attend a meeting on...
● I need you to join...
● Could you please confirm your availability for...?
● Before our conference call next week, it would be great if you could think
about...
● The main purpose/topic of the conference call is...
● I'm sending you the agenda by email (provisional/draft)
● Please confirm that you've received the agenda
● If there's anything you think should be added, let me know
● Feel free to share any comments or suggestions on the agenda

5. Pre-Conference Announcement Email/Fax/Letter/Memo

● It's important to send a written announcement/notification of the

Conference Call
● This document should include the following information:
● Time and date of the Conference Call
● Location (if applicable)
● The draft Agenda
● List of expected participants
● Explanation of the purpose of the Conference Call
● Preparation guidance for participants

6. Confirmation/Reminder Email/Fax/Letter/Memo

● An Email/Memo should be sent to confirm the details and provide the

final agenda at least one day before the Conference Call
● Sending a reminder Email to participants as close to the meeting as
possible is also recommended
● Effective pre-conference communication ensures that everyone is
well-informed and prepared for the upcoming conference call. It sets the
stage for a productive and focused discussion.

7. THE CONFERENCE CALL

a) Opening the Call

● Good morning/afternoon, everyone.
● Let's do a quick roll call before we get started.
● If we're all here, let's begin.
● Now that we're all connected, let's kick off the meeting.
● I believe we're all present, so let's start with a roll call.
● If you don't mind, we'll start the session now with a roll call.
 ● Hello everyone, I think we're ready to begin.
● I believe we're all here now, let's just confirm attendance (-read
participant's names).
● Present - That's me - Here - Yes, I'm here.

b) Welcoming and Introducing

● We're excited to have (name of participant) join us.

● Let's give a warm welcome to (name of participant).
● It's a pleasure to have (name of participant) with us.
● Allow me to introduce (name of participant).
● This is (name of participant) - if you'd like to introduce yourself...
● (Name of participant) is new to our group. They'd like to say a few words
of introduction.

c) Stating the Principal Objectives

● Today, our focus is on...

● I want to ensure that we...
● Our main goal for today is...
● The purpose of this meeting is to...
● This is our first meeting for the (group/project).
● Our objective for today's meeting is...
● We aim to accomplish...

8. Giving Apologies for someone who is absent

● Unfortunately, (name of participant) can't join us today. They are...

● I've received apologies for absence from (name of participant), who is
currently...
● It seems like (participant names) won't be joining us...
● It appears that (name of participant) is absent today.
● (Name of participant) is not present today.
● (Participant name/s)is/ are unable to attend, but we'll proceed without
them.
9. Reading the Minutes (notes) of the Last Meeting
● Let's quickly review the minutes from our last meeting.
● First, let's go through the report from our previous meeting held on
(date).
● Here are the minutes from our last meeting, which took place on (date).
● As this is our first meeting, we don't have minutes to discuss, so let's
move directly to the first agenda item.

By following these guidelines, you can set a positive tone and effectively lead
your conference call, ensuring that everyone is engaged and on the same page.

10. Dealing with Recent Developments

● Sarah, can you provide us with an update on the progress of the new
app development?
● Alex, how is the website redesign coming along?
● Jessica, could you update us on the latest user acquisition numbers?
● Mark, can you tell us where we stand on that investor pitch deck?
● Emily, have you completed the market research report for the new
product?
● Has everyone received a copy of the analytics report for the past month?
● Could you give us a status report on the software development timeline?
● Please bring us up to date on the progress of the AI integration project.
● What have been the recent developments regarding the customer
feedback system?
● How is that new feature developing/progressing?
● What's the latest news on the product launch?
● Where are we on the fundraising process?

11. Moving Forward

● So, if there are no other pressing matters, let's proceed with today's
agenda.
● Shall we dive into the next topic?
● Is there any other business to discuss before we move on?
● Let's continue to the next item on the agenda.
● Let's keep the momentum going and move forward.
● Let's prioritize the remaining items on the agenda.
● Introducing the Agenda
● Have you all received a copy of the agenda for today's meeting?
 ● Has everybody got a copy of the agenda?
● We have X items on the agenda. First, let's discuss... then, we'll cover...
and finally, we'll address...
● Shall we go through the agenda in the listed order?
● If you don't mind, I'd like to follow this order for today's discussion.
● Let's skip item 1 and focus on item 3.
● I suggest we save item 2 for last.

12. Allocating Roles (minute taker, participants)

● James, could you please take the minutes for this meeting?
● Maria, would you mind keeping track of the action items discussed?
● John has agreed to provide us with a brief update on the financials.
● Emily will lead the discussion on the new marketing campaign.
● Tom, can you take notes during the meeting today?
● The minute taker should document any decisions made, the responsible
parties, and deadlines for action items.
13. Agreeing on the Ground Rules (contributions, timing,
decision-making, etc.)
● We will start with a short presentation on each agenda item, followed by
a discussion.
● Let's review the meeting etiquette for this conference call.
● I suggest we go around the table and gather input from each team
member.
● Let's ensure we stay on schedule and aim to finish the meeting by the
designated time.
● I'd propose that we...
● We will allocate a specific timeframe for each agenda item.
● We'll need to manage the time effectively to cover all agenda items.

14. Summarizing
● Let's summarize what we've discussed so far.
● To recap, we have covered...
● So, the key points we've addressed are...
● In summary, we've talked about...
● Let's quickly go over the main takeaways...
● To sum up the discussion, we've focused on...
● So, to wrap up, here are the key highlights...
● In a nutshell, our main points of discussion have been...
 ● So, to reiterate, we've discussed...
● Let's briefly summarize the main ideas we've touched upon.

15. Finishing Up
● Alright, we're coming to the end of our agenda.
● Before we conclude, are there any final thoughts or questions?
● If there's nothing else to add, let's wrap up.
● We're nearing the end of our meeting, so any last comments?
● As we approach the end, any final remarks or concerns?
● Let's make sure we have covered everything before we adjourn.
● So, unless there's anything else, I think we can consider the meeting
finished.
● If there are no further items, we can bring this meeting to a close.
● Alright, let's bring this discussion to an end for now.
● Thank you all for your contributions. We can now conclude the meeting.

16. Suggesting and Agreeing on Time, Date, and Place for the Next
Conference call
● So, when would be a good time for our next conference call?
● Let's discuss the most suitable date and time for our next meeting.
● Can we agree on a tentative date for our next conference call?
● I propose we schedule our next call for...
● How about we plan our next conference call for...?
● Let's aim to meet again on...
● Can we all confirm our availability for the suggested date?
● Let's find a time that works for everyone before we adjourn.
● Please let me know your preferred dates for our next conference call.
● We can finalize the details of our next call via email.

17. Thanking Participants for Attending

● I'd like to express my gratitude to all of you for joining today's call.
● Thank you for taking the time to participate in this conference call.
● Your presence and contributions are greatly appreciated.
● I want to thank each and every one of you for attending and sharing your
insights.
● I'm grateful for your valuable input and engagement during this meeting.
 ● Thanks to all of you for your active involvement and thoughtful
contributions.
● Your presence on this call has been instrumental in driving meaningful
discussions.
● I appreciate the time and effort you have dedicated to this conference
call.
● Thank you for your valuable input and for making this meeting a success.
● I want to extend my appreciation to each participant for their valuable
contributions.

18. Closing the Confcall

● Alright, let's officially conclude this conference call.
● Thank you all once again, and I look forward to our next discussion.
● With that, I declare this conference call officially closed.
● Let's end the meeting on a positive note and continue our work offline.
● It has been a productive call, and I appreciate everyone's participation.
● I want to thank each of you for your time and insights. Until next time!
● We've accomplished our agenda, and I want to thank everyone for their
contributions.
● I wish you all a great day ahead, and let's stay connected for further
updates.
● Once again, thank you all for your valuable contributions. Have a
wonderful day!
● This concludes our conference call. Until next time, take care and stay
connected!

19. Here is a list of phrases and expressions in English to help resolve

technical issues and provide support during a conference call:

● Let me troubleshoot that for you.

● Can you please provide more details about the issue you're facing?
● I'm sorry to hear you're experiencing difficulties. Let's work together to
find a solution.
● Have you tried restarting your device?
● Is there any error message displayed on your screen?
● Let's walk through the steps to resolve the problem.
● I'll guide you through the troubleshooting process.
 ● Could you check if you have the latest software version installed?
● Let's verify your internet connection.
● It seems like there might be a connectivity issue. Let's check your
network settings.
● Can you describe the exact steps you took before encountering the
problem?
● I recommend clearing your cache and cookies to see if that resolves the
issue.
● Let's check if there are any software updates available.
● Would you mind sharing your screen so that I can better understand the
issue?
● Let's schedule a follow-up call to continue troubleshooting if needed.
● I understand this issue is impacting your work, and I'll do my best to
resolve it quickly.
● We have a dedicated support team that can assist you further if
necessary.
● If the problem persists, we can explore alternative solutions.
● Thank you for bringing this issue to our attention. We'll investigate it
further.
● Is there anything else I can assist you with during this call?
● Remember to tailor these phrases to the specific technical issues and
provide clear instructions to help the participants resolve their problems
effectively.

20. Here is a list of phrases and expressions in English to validate

information in case of not understanding something during a conference
call:

● Just to clarify, did you mean...?

● I want to make sure I understood correctly. Are you saying...?
● Could you please repeat that? I didn't catch the details.
● I'm sorry, I didn't quite follow. Could you explain it in a different way?
● If I understood correctly, you mentioned that... Is that accurate?
● Let me summarize to ensure I have the correct information. You
mentioned... Is that right?
● I want to double-check my understanding. Are you referring to...?
● I'm not entirely clear on what you meant by... Could you provide further
clarification?
● Just to be sure, are you saying...?
 ● Could you please elaborate on that point? I want to ensure I grasp the
details correctly.
● Can you confirm if I got it right? You mentioned... Is that accurate?
● I apologize if I misunderstood. Could you please confirm if my
interpretation is correct?
● Let's make sure we're on the same page. Did you mean...?
● I want to confirm the specific details. Did you say...?
● Can you please rephrase that? I want to confirm that I understood it
accurately.
Remember, it's important to actively seek clarification to avoid
miscommunication and ensure everyone is aligned during the conference call.
These phrases can help you validate information and maintain a clear
understanding of the discussions.