Does your company utilize conference calls often? Conference calls can sometimes be ineffective or inefficient depending on some factors. They might seem disorganized and might lead to a waste of time. If you think the progress of the meeting has been affected because of a conference call, then it is about time you make some changes. Here are several ways for you to improve the overall quality of your conference calls.
Set a Clear and Attainable Agenda
Inform your callers about the meeting agenda. The meeting agenda should include the topics to be covered, who will speak for every topic, and the time frame allowed for every topic. Having the participants informed and equipped before the meeting will help you save time and avoid disorganization during the meeting. Be realistic in setting your agenda as well. Sometimes, there are topics that cannot be tackled through conference calls alone. You might opt for other conference methods like videoconferencing, which allows the use of screen sharing.
Be Mindful of the Time
You don’t have forever to discuss your topics, and that is why you should keep track of the time. In addition, calls are also costly, especially if the callers are from long distances. Firstly, don’t let your people stray away from the agenda. This is one of the common problems of meetings, whether they employ conference calls or not. Other participants seem to tackle irrelevant topics, and this could go on for minutes. Spearhead the meeting by reminding people of the time allocated for every topic.
Another option would be to assign somebody to become the timekeeper of the meeting. The timekeeper will remind everyone of the time left for the topic at hand. If a caller or a participant asks for a time extension on a given topic, ask everyone if they would agree to give a time extension to make things fair for everybody.
Orient the Participants about Providing Accurate Dial-In Information
A lot of conference calls have been wasted due to confusing or inaccurate dial-in information. It is better to give the meeting participants a step by step guide on connecting to the call and dialing numbers. You can even test your call line a few minutes before the meeting just to make sure that your phone is working.
List Down Questions in Advance
Collect questions from your colleagues in advance so that the meeting will flow smoothly. Through this, the most important concerns can be prioritized and addressed immediately.
Limit the Noise and Distraction
Noise might interfere in the conference call. That is why it is important to hold the meeting in a closed room where there is less noise. If there are any electronic devices near the conference phone (e.g., laptop, mobile or smartphone, telephone, Wi-Fi router), move them away, have them muted, or have them turned off in the meantime. Gadgets near your conference phone may cause static, signal interruption, echoing, buzzing, and other kinds of conference call problems.
Outline Your Future Plans to Take
Do not end the meeting without an output. Make the conference call more effective by agreeing on the next steps to take for the topics you have covered. Outline deliverables and deadlines, and read them back to everybody by the end of the meeting. If possible, you can have someone else summarize the whole duration of the meeting.
Purchase a High-Quality and Durable Conference Phone
Sometimes, the problem is not the meeting participants. Instead, the problem lies on the conference phone. If ever your conference phone has a low audio volume, popping, crackling, buzzing, static, echoing, broken sounds, hissing, and other similar problems, then it is about time to replace your current conference phone with a better one. Nowadays, conference phones have a crisp and clear sound due to distinct features like additional microphones, smoother dial pads, and a well-lit bitmap LCD. Productivity levels will surely increase during and after every conference with the help of a high-quality conference phone.
Have you tried any of these tips to improve the quality of your conference call? If not, then it’s never too late to try them out for an effective and efficient conference meeting. Avoid further costs in terms of time and finances. Last but never least, always keep in mind to prepare ahead of time and to stick to the topics at hand.
