Your company, probably depends on conference calls these days given the restrictions imposed by the pandemic. Some companies have had to move their business completely outside of the company, which means that they communicate, organize projects and discuss deals in a completely different way. Email is one thing, but without the ability to speak in person or see the person’s face, email sometimes feels less human.
Fortunately, hundreds of conferencing services are available online to meet these new communication needs. Whether you’re organizing your next sales meeting, customer meeting, or company policy meeting, modern tools make it easier and more convenient than ever.
However, there are still a few tips that you should follow if you want to get the most out of your calls. This gives you more productive conference calls.
Whether you’re hosting the call or just a participant, staying organized when it comes to good conference calls is half the battle. If you’ve ever spoken to a host on the phone who it was far of organized you know exactly what I mean by that. A disorganized person can derail the call, or at least cause productivity to slow down to a strenuous pace. And nobody wants to stay in meetings all day, especially when someone wasn’t ready!
Start by being more organized. Are you usually late for the call? Set more than one reminder or set your meeting time for half an hour before it actually starts. Being late isn’t just annoying, it’s when you are to Late in the day, callers may feel like you are wasting their time. This is particularly harmful to new or existing customers, but it can also affect your employees.
Being on time is only one facet of staying on time and organized. You also need to take more time to prepare for your calls so that you don’t go blind. If you are the call organizer, it is important to have an agenda for every call.
Use an agenda
Agenda is some of the most useful tools you can use during conference calls. You can organize the content of your call, the materials needed, and even the participants. A good agenda includes the guest list, call destinations, date, time and dial-in number or web link to the call.
Agenda is like a blueprint for the call. You might be able to get something done without one, but you will never get a successful and productive call if you don’t even know what you’re going to be talking about! Don’t forget to set goals for each call to steer everyone in the same direction.
Service is important
There are many online services to choose from, but which one you choose can make a huge difference in the success or failure of your calls. Of course, you can opt for free services like SkypeBut does this really give you what your business needs? Especially when there are so many premium options that offer tons of tools and features to take your calls to the next level?
Good conference calling doesn’t just connect two or more participants for a conference call. Some services include cloud storage, additional features like operator assisted calling and even HD video conferencing.
Choosing the right service for your business will certainly depend on your budget, but don’t choose that cheapest Service out there too. Do some research and compare features before making a final decision.
Keep distractions to a minimum
This tip applies to anyone on the call. Distractions come in all shapes and sizes, from Jacob typing on his desk with the pen, to Mary fiddling with her microphone, to Tammy’s dog barking in the background. Whatever the case, the truth remains: distractions are the death of productivity.
Distractions should be kept to a minimum on your part. If you are the call organizer, you should become familiar with the mute button. You can mute anyone on the call if they get too distracting. Jacob’s pen can be silenced and Tammy’s dog will no longer bother you. Don’t be afraid to mute others for fear of being rude. They are the ones who are rude by exposing everyone on the call to their background noise.
You also want to find a room that is free from distractions so that you are not constantly in a different place during the conversation. If you have trouble focusing, take an online conference call on your computer and leave your phone in another room. Or the other way around. Use your phone to join the conference call instead of using the computer so you don’t just scroll through Facebook or Reddit.
The bottom line
You want your conference calls to be as productive as possible, but to get there you need to make some adjustments. Be as organized as possible, don’t be afraid to use that mute button, and always Use an agenda for each call. Remember – service is important too. Research. Don’t be satisfied with the first thing that gets in your way.