Conference calls are one of the best ways to conduct a meeting and run a business which requires most of the employees to stay away from the office. If you have given your employee the facility of changing work for home and want him to attend the meeting, nothing but conference call is the obvious option. Otherwise, the employee will have to travel long distance. How can you create successful conferencing everytime? We are here to help you in ensuring that the free 800 conference call you do every time serve the purpose.
Prepare in advance- Often people do not give much importance to preparing for the conferencing. You also might have faced the situation where you suddenly go blank while everyone is on the call. It is recommended that you jot down all the points that are to be discussed in the meeting and thereafter discuss each point sequentially. Similarly, ask your employees in advance to note down the point that they want to ask. This will ensure that you are not wasting both extra time and money on discussing useless topics.
Ask Questions – Make each employee feel that he has a valuable contribution to the company. You should acknowledge the participation of everyone and ask their opinion on a particular topic. Get to know what each employee thinks about how the work can be done. Firstly, this will give you a lot of ideas to do the same work in different ways and secondly, the employees will also feel that they have added some value to the conversation. You should know every employee joining the conversation by his/her name. Also, take the name of a particular person while asking a question and same question can be shifted to other members.
Before time– On a day when you have to take the call and discuss with the employees about the strategy of the business, then make sure that you are before time rather than on time. Once you reach the office, ask the technician or the IT guy in the office to make sure that every device that will be used in the conference is up to date. Reaching before time will give you the much needed time to rectify anything that has gone wrong such as telephone line or the video inputs, the laptop in which has the important files and so on.
Location– At times you must have seen that during a call, the voice of some of the participants will not be clear. It is very important to convey the employees a day before about the time of the call so that they can come in network area and join the call. In the last moment, if you are telling them to join the call, there are possibilities that they will be in an area of weak signal strength. Further, the space used in the office for conference calls should be one receiving the maximum signal strength. If the problem of voice breaking or drop calls is repeated, make sure that you also check the signal strength of that area instead of just asking the employees to come into the network area.
Don’t deviate from the agenda- If you are conducting a call and have a definite agenda then make sure the conversation does not deviate from that agenda. A brief of what has to be discussed during the conference call should be given to each employee through mail. This will make sure that employees who are concerned with that particular topic will join the call prepared. Moreover, the issue will be resolved if any which will help in taking the project ahead.
Visual Aids– Conveying something through charts and graphic is much easier and also fits into the mind of a listener. For instance, if you have to discuss with your employees about the new expansion plan, they are not going to get a clear idea simply by voice call. Opt for video conferencing is such situation. Instead of audio calls, go for the video conferencing which will require higher network requirements. Further, too much information on the voice call will only leave the listeners confused and annoyed. On the other hand, conference will let them understand the concept properly without making the session taxing.
Short and Crisp– If you are going for the voice conferencing instead of video then make sure that the call is not stretched as it can be confusing for the listeners. You cannot expect them to hold too many information. Also, during the audio conferencing you should make sure that the conversation is being recorded. This is important because for any future reference you will have the audio ready.
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