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Here are some of the basic, yet most overlooked aspects to planning and implementing a conference. Besides getting access to cheap conference calls you need good communication and information access.
- Handing out information: One of the first things to making your phone conferencing a success is to inform each and every employee on basic details such as the toll free number, the agenda of the conference, what is the code or password required to login to the conference, as well as the exact time in which to login. Not providing this information can create a serious disconnect among users and make the conference a failure. Usually the conference calling service provider will provide you with an 800 toll free number which will be needed to dial for the conference to start. Informing people about the prospective agenda will enable participants to know what to expect and also participate actively in the phone conferencing.
- Participant list: You also need to chalk out the list of employees you want to include as part of the conference. Having access to cheap conference calls is not the only requirement for a conference to be successful. You also need to be organized. By having a ready list of participants you can easily send out the required information to all concerned.
- Time differences: Most of the time phone conferencing happens among people across continents. This means differing time zones. Therefore it is essential to plan a suitable timing of the conference, in which most people invited can participate. Too much of a time difference will mean not having many participants – which can again be a downer on the success of the conference.
- Punctuality: Starting a conference on time is one of the most important requirements. Nobody likes to be kept waiting. It is frustrating to login to the conference – only to realize others are yet to follow suit! Your conference calling service maybe great but if people aren’t disciplined enough – it just worsens matters.
- Mute button: There is a reason why there is a mute button. It’s to avoid background noise or any distractions while the conference is on. It is therefore essential to educate all participants on the usage of the mute button – as well as when it should be used.
Other articles:
Get your money’s worth from a conference calling service
How to select the ideal camera for video conferencing
How conferencing is such a time saver
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