Today, many people in business are opening their eyes to having better communication all over the world. This can be attributed to the fact that technology is playing a major role in the communication revolution. Conference calling has become the most efficient and cheapest way of communication leading to its adoption by many people in businesses. Business growth does not come by chance but through effort, and communication is a major factor in business growth.
Time and distance have been the main obstacles when it comes to meetings, but now conference calls have come in to bridge the gap. Nowadays, people can engage in productive meetings over long distances without traveling as long as they have access to the internet. However, these calls have to be conducted in an organized manner for them to bear the expected fruits. Lack of organization may lead to an unexpected result, which ends in a total waste of time. To avoid this, here are some tips to make your conference call successful.
1. Prior preparation
Preparation is the most crucial part of conference calling. Prior to the meeting, the organizer needs to make sure that they email invitations to the call indicating the time and date of the meeting to the attendees. Furthermore, the agenda of the meeting should be clearly indicated so that no time is wasted on discussing irrelevant information. The roles of every attendee have to be highlighted as well to ensure the inclusiveness of every member. Hitherto, all members should be well informed of the technicalities of a conference call from the choice of a quiet location to the operation of recording the call for future reference before the meeting date. Prior preparation saves one from the embarrassment of unpreparedness.
Punctuality is an essential asset in any work. It shows the seriousness and level of commitment of an individual to a given task. For a conference call, you need to be punctual since it involves the use of machines, which sometimes can malfunction. Before the actual meeting begins, one has to dial into the call a little bit early to make sure they have the correct dial-in numbers to access the meeting call sine at times trouble arises with password codes. Notably, punctuality gives one enough time to be ready to participate in the meeting agenda as well as fix any technical problems they might encounter. Most importantly, it will help your business growth.
3. Use the Least Time Possible
In any meeting, the organizer should be time conscious. Items that are listed on the agenda are the only topics that should be discussed during a conference call. Sticking to the agenda helps in saving time, as most people are busy and have a lot to accomplish within a short span. It should be noted that lengthening the meeting makes the attendees lose track of time, and this leads to an unwillingness to participate. Discussing matters that are not in the agenda results in half-cooked conclusions that may not be dependable, especially in the business’ way forward. Therefore, the organizer should give priority to the items on the agenda and give time for the next events.
4. Use Visual Aids
Conference calling becomes more successful when one indulges visual aids. These aids help in providing much-needed extra information on the topic of discussion. Most of the time, the discussion during the meeting is enhanced with the use of visual aids, thus ensuring the participation of every member. It should be noted that when dealing with a large group, the use of such aids can a long way in making the meeting a great success. Human beings are wired in a way that they react effectively to visible cues rather than plain verbal cues. Using visual aids makes the discussion straight to the point, thus saving time.
5. Keep Records
Record keeping is one way of making sure that future events are taken care of by referring to past events. To make your conference call a success and dependable, you need to maintain a record of the events that took place during the call. This can be done either by note-taking during the meeting or by electronically recording the call. Note-taking may be tiresome at times; however, short notes can save one from the headache of trying to remember what transpired in the last meeting. On the other hand, electronic records are detailed and can serve different functions including reviewing what was discussed in the meeting and being distributed to members who were not able to participate in the conference call. These records go a long way of showing the history, current situation as well as future of a business.