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Chairing a conference call – top tips

Admin 14th March 2014

Are you new to the world of call conferencing? If you are, it is but natural to feel uncertain about a conference call that you have to participate in, or worse yet, one that you have to chair. But there is nothing to it really. Chairing a teleconference is quite easy once you are prepared. All that you need to do is a bit of organising and a little moderation during the call. Read on to find out how.

Phone conferencing is one of the easiest work related tasks once you get the hang of it. Many conference call service providers offer affordable conference solutions that are easy to use. When you are chairing a voice conference, keep the following tips in mind.

Send the teleconferencing meeting request well in time. Include the agenda, number to dial into the conference bridge, the pass code and the alternate number to contact.

Request participants to come prepared on the agenda points and bring along all the necessary documents.
Request the participants to join the call at least 5 minutes before the start time. This will give you enough time to give them last minute instructions on how to use the telephone conferencing systems.
Check with your teleconferencing service provider on any technical aspects that you are unclear. Conferencing services also often include operator assistance. Ask for an operator to assist with the call if you do not want to get bogged down by the technical details.
Initiate the call 5 minutes before people start logging in. Greet each one as they join.
Before staring the call, lay down the ground rules for smooth conduct of the call.
Use the mute key to your advantage. Let everyone know that when they are not speaking they should use the mute key. This will minimise the external noise in the call.
You may also use the mute key to mute all other participants when you are speaking. It can also come in handy when one member dominates the call and does not let anyone else speak.
Moderate the call just as you would any other meeting.
Record the call if need be.
Summarise points once the discussion is over.
Decide on the date and time of the next call.
Thank the participants and send the minutes of the meeting as soon as possible.
Treat the conference call just as you would any normal business meeting and you are well on your way to hosting a perfect teleconference.

Should you hold conference calls or a video calls?

Admin 12th March 2021

A lot of us often wonder about whether to choose conference calls or video calls. There are big benefits on both sides, and some shared across the two. After all, there’s no doubt that advancements in call technology have paved the way for new communication methods at work. They allow us to host keynote presentations from across the world, offering inclusivity to those with accessibility needs. Any type of group phone call also provides a sense of connection when teammates are working apart – something particularly valuable through COVID-related lockdowns and social distancing.

But while jumping on a video call has become a knee-jerk reaction for many, it’s not without its drawbacks. Video brings some complications that traditional conference calls simply don’t have. If you’re wondering whether to organise a conference call or video call, don’t forget that sometimes just picking up the phone is the better option.

Business Conference Calls, Remote Working

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How to encourage conference call participation

Admin 2nd March 2021

With telecommuting become part and parcel of daily life, the need to encourage conference call participation is on all our radars. Whether you are a developer, manager, director or client, you will probably understand the challenges that conference call participation can pose. Meeting dynamics often solidify rather quickly, as extraverted participants take centre stage and readily express their opinions. Bolder characters may be excellent for producing new ideas. Unfortunately, though, it can cause participants who are more reserved to fade into the background. If you want to enhance your team’s productivity and unity, implementing some of the following solutions can work wonders. After all, we all want to learn how to have more effective conference calls.

Both the call’s leader and its participants can make a huge difference in encouraging conference call participation. Read on to discover some tips and tactics to improve your team’s conference call participation.

Business Conference Calls, Business Tips and Advice, Conference Call Tips, Remote Working

How do you make a conference call more fun?

Admin 11th February 2021

It’s Tuesday afternoon and you’re already four conference calls into the week. Of course, conference calls are important for so many businesses. But making conference calls more fun should be a bigger priority. Otherwise, they can become tedious and repetitive, and morale and productivity will drop.

Whether you’re working from home and need to catch up with colleagues, or you’re calling clients, these tips will help to make your next conference call more fun.

Conference Call Tips, Remote Working

Chairing a conference call – top tips

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Should you hold conference calls or a video calls?

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