Majority of us, eager and overly-enthusiastic users, utilize software applications without first reading the manual or caring to learn about its designs. Optimize conference calling by taking the time to know just how to use it to its full capacity.
The tremendous impact of the internet on our society can be considered the true turning point of the century. Nearly every daily activity, from socializing with friends and family, to promoting goods through online shopping, can be conducted effectively in the worldwide web.
Businesses have incorporated computing machineries to their operating systems, and with the continuous progress of our technology come the continuous improvement of modern life. Conference calls, in all its various facets, have been on the forefront of the list of communication schemes proven to benefit businesses the most. This stress-free and eco-friendly method of conducting web meetings with colleagues, clients, and employees, is a must for optimizing your performance.
However, with conferencing technology undergoing incessant development, how do you make sure you are maximizing it to its true potential?
Using the free conference calls available on the internet is not a bad idea at all, especially if you are just starting out and have no budget for hiring a provider. Large corporations are another matter entirely. With your business running for years, it is important that you have the best services at your disposal. Opting for conference call providers will ease your use of web and phone conferencing, allowing you to focus more on your meeting’s agenda than the unfamiliar wires at the back of your computers.
Interview friends and colleagues who have employed conference calling service providers. If you have none, skim through online forums and discussions to learn about others’ experience. Take note of recommendations. Once you have a list of providers that are worth checking out, visit their official websites and contact them. Better yet, go to their offices. They will have a representative ready to answer your questions. Be especially concerned about the security measures they will take to ensure your safety and your privacy.
If you have gone through your list of providers, compare their services to your business needs. By then, you will have a good idea which will work best for you.
The next point to tackle is the process of hosting a phone or web conference itself. Remember that this will take a lot of preparation in order to be effective but it will all pay off in the end.
Determine your agenda, and break it down to smaller details that will satisfy the whole. If you have a limited amount of time to hold a conference, designate the number of minutes you have to tackling each topic. When you have these planned out, contact your provider to make arrangements about the hardware and software you will need.
They will also be giving you the access codes so the participants to enter the virtual conferencing zone.
With these in hand, you are ready to send the invitations, inclusive of the detailed flow of the meeting.
Make sure that you send these weeks prior the actual meeting date, so the other parties have enough time to prepare. They may also suggest topics that need to be discussed, so you will have to adjust your timesheet. If this is not feasible, consider a follow-up meeting.
If you predict the conference will be more complex than you can handle, ask your provider for a live facilitator to handle all the technical aspects.
This is mostly the case when you are employing desktop sharing applications that are unfamiliar to you. Do not exclude this just because it looks hard to manage. These applications are effective in engaging your colleagues because they can see what you are doing on your desktop, and share their input. For example, a document can be revised and improved through this, as they can insert their own comments and corrections while you explain to them its contents.
Links to websites can also be shared for better referencing.
Record the conference. This is extremely useful in reviewing everybody’s remarks or the topics discussed. Those who were absent will also have a better chance of catching up with a recorded conference.