Conference calls seem all so amazing when you think about the benefits they bring to your business or meetings. However, when you think of the issues that could well come along with setting up or running one, you will soon realize that participating or organizing a call can be quite challenging.
There are a number of things that you will have to include in your plan to avoid making your call a complete flop. Here are five things you should be absolutely prepared for.
- Audience Management
Conference calls only make use of one of your senses – Hearing. You aren’t able to see the people you’re talking or listening to. Unless you keep track of each new caller or leaver, you will definitely be unaware of who your audience are.
We term noise as anything else that comes from a caller apart from their voice such as typing, machine, road and even paper crushing noises. You get these noises mostly with callers who use a microphone in a device during the call that is multi-directional and very sensitive, such as one you will find in a laptop. The only way you can stop this problem from occurring is to let callers know the etiquettes of a conference call such as muting when it’s not time to speak, prior to joining.
- Playing Music on Hold
This is definitely a no-no. People love tuning their phones to suit individual needs. Although it would be nice to let callers that are placed on hold to listen to some Beethoven, this should be made criminal if done during a conference call. Some call participants may decide to put the conference call on hold while attending to something else. However by doing so with music, they would only be adding unwanted ambience to everyone in the conference call.
- Call Leadership
Things can go array quickly if the call does not have a leader. Call leaders are important especially during calls that involve sensible matters where there might be more than one holding the reins. The call leader should ensure that everyone is given ample time to speak and given necessary attention when it calls for it. They should also be able to smooth out any conflicts or topic straying that may arise during the call.
- Call Materials
References to documents are often made during conference calls. Sending out erroneous documents or information to participants, can lead to callers being left in the dark on certain points and therefore causing them to lose interest in the call. Such documents and information should be checked and sent to all invited parties way before the call starts.
Set-up your first conference call with myGlobalConference.com
We hope our simple tips above to improve your call, will help you along and we wish you all the best of luck!
Nigel Sim for myGC