Five Ways to Improve Your Conference Calls
- Fixed Schedules — conduct conference Calls at regular, recurring intervals (weekly, monthly, etc.) so team members know…
- Limit Membership — whenever possible, limit the number of conference participants from seven to ten for optimal…
- Pre Publish a Timed Agenda — a well-managed, timed agenda keeps everyone engaged and keeps…
- Create an agenda. Don’t allow any of your callers to enter the meeting blindly. …
- Set a time limit. …
- Provide accurate dial-in information. …
- Mute callers as needed. …
- Ask for questions in advance. …
- Add video conferencing with screen sharing. …
- Outline clear next steps.
How to have a successful conference call?
As is the case with every meeting, good preparation is key to having good conference calls. Just because a meeting is taking place over the phone instead of in-person doesn’t mean you can get away with being unprepared. Make sure you have a good agenda set ahead of the call.
How can I improve call-joining etiquette?
For even easier call-joining instructions, try using a conference plan from Branded Bridge Line. Each of our plans includes unique numbers with PIN-free dial-ins, so you won’t have to worry about people entering the wrong PIN and joining the call late. 3. Set Out Clear Call Etiquette Guidelines Ahead of Time
Do You Say Your Name before you speak in a conference?
On a similar note, you should also say your name before you speak. When it comes to tips for large conference calls with many participants, this one is vital. Voices can sound the same, and you don’t want people stopping to think, “Wait, who just said that?” Announce your name, and then make your contribution.
How do you deal with noisy conference call participants?
Pick a service that gives you a visible dashboard with tools to mute participants, boot noisy callers off the call, have a sidebar conversation with certain participants, or even secretly nudge a colleague who isn’t paying attention. And what conference call toolkit would be complete without call recording?
How to have a good conference call?
1. Make an Agenda and Stick to It. The first of our conference call tips is simple: be prepared. As is the case with every meeting, good preparation is key to having good conference calls. Just because a meeting is taking place over the phone instead of in-person doesn’t mean you can get away with being unprepared.
How to get people to participate in a conference call?
If you notice that someone is not participating on the call at all, asking them for feedback can be a quick way to get them to actively join the conversation. After presenting something on a call, a fast and easy way to ignite conversation is to ask specific people for specific feedback on what you’ve laid out. It might seem scary to get everyone’s opinions on your ideas, but it’s worse to have to wait until after the conference call to find out that someone has critiques. Plus, you might find out they love what you had to say!
Why do you put your phone on mute when you aren’t talking?
Mortification ensues as the rest of the call participants grow silent, and the non-muted culprit realizes their grave mistake. As a courtesy to others, and to ensure the call moves as quickly as possible, always put your phone on mute when you aren’t talking.
How long is a snow day meeting?
Snow days are rarely applicable to adults but finish a scheduled 60-minute meeting in 32 minutes and everyone will feel like they just got out of school early. 5. Announce Yourself When You Join. As far as conference call tips go, this one can get overlooked, especially if your company has a lot of calls.
Why is it important to repeat important comments?
For this reason, it’s important to repeat any important comments as a way to helpfully reiterate what they might have missed.
How to make a good agenda for a conference call?
In the agenda, lay out the objective of the call, and set a timeline for each topic that needs to be discussed. Then, if certain participants should lead different sections of the call, it’s vital to assign each section to the corresponding employee or participant. This will ensure that as you transition from one section of the call to the next, no one will be surprised when you ask them to take over the call.
What are the downfalls of conference calls?
One downfall of conference calls is that visual cues are totally missing. It’s easy for people in remote locations to get distracted by whatever they are doing separate from the #N#call. Keeping everyone engaged and focused can be challenging in any meeting, but conference calls bring their own unique set of challenges. The temptations of multitasking can be enticing, and productivity can wane quickly.
What are the skills needed to be a good conference speaker?
Having good conversation skills on conference calls also includes listening. Listening well is a pre-requisite for responding thoughtfully. If you haven’t heard both the spoken and unspoken of what your speaker has said, your questions will miss the mark.
How to improve listening skills?
Build your listening skills first by shutting out distractions and then listening as carefully as you would like to be listened to.
How to show a shared experience?
Match their body language. This is another way to show a shared experience, though it is mainly subconscious. Don’t overdo how much you match your partner’s body language; you never want them to feel like you’re miming them. Tip: Point your toes toward your speaker.
Why is it important to use the two minute rule?
Using the two-minute rule is polite because it allows your listener to respond (which is the point of conversation). It also keeps you from rambling. You’ll look smarter if you curb your response to fit a two-minute window. 2.
How to focus on listening?
Tip: Point your toes toward your speaker. This is a subtle but powerful way to focus on them and to demonstrate you are listening.
How to know if a speaker is focused?
When you’re focused, you’ll remember more of what was said, and for a longer period of time.
Can you do a conference call alone?
You can’t do it alone, and to do it well, you need to accommodate your partner gracefully. When you’re on a conference call with a bunch of folks or participating in an online meeting, these conversation skills are that much more critical.
Why is it important to print out conference calls?
Printing out and keeping a list of the phone conference controls can also save employees from forgetting functions or making mistakes during an important conference.
Why use a headset for conference calls?
Use a Headset for Quality Audio. When taking a call solo or from a remote location, a headset is an invaluable tool when it comes to optimal conference call quality. Whether you’re calling in from a landline, cell phone, or computer using a headset will make the audio sound clearer. Plus, it has the added benefit of allowing you to be handsfree, …
What is the second mute option?
The second muting option is for the host to control the muting and unmuting of all meeting participant lines. If you’re the host, this allows you to control when people speak, as well as keep track of who is saying what. This comes in handy when recording meeting minutes. When participants have something to contribute, they virtually raise their hand and request to speak, and you unmute their line at the appropriate time.
How to avoid bandwidth issues?
You can also proactively avoid bandwidth issues by asking all participants to check their internet speed before joining a call. If they’re experiencing bandwidth issues, suggest they close out their other applications that are using the internet. Additionally, they may need to move to another location or find a landline to call in from.
How to avoid room-related audio issues?
To avoid room-related audio issues, get acquainted with your building and discover which meeting rooms will best suit your meeting purpose. Look for a room that has solid walls, is not larger than necessary and does not contain any noisy fans or HVAC systems.
Why is it important to allow everyone to talk freely?
While allowing everyone to talk freely can encourage open collaboration and brainstorming, it can also create mass confusion and poor call quality. When all lines are open there are inevitably times that attendees will unintentionally interrupt, talk over each other, or try to carry on side conversations.
What are the drivers of conference call quality?
The most significant drivers of conference call quality are reliability and ease-of-use. If a service is too complex, human error can lead to problems. There is nothing more embarrassing than launching a conference call only to realize you don’t know how to use your service or audio equipment.
1. Use an Ethernet Cable
If your colleagues and friends always tell you that your audio or video is breaking up, your internet connection could be the culprit. If you’ve checked internet speed and it meets or exceeds the minimum requirements of the call software, connecting your computer using an ethernet cable may help.
2. Move Closer to Your Router
When an Ethernet cable isn’t an option, try moving your router closer to your device or vice versa. Distance and other obstacles between your device and your internet connection can really slow you down and give you spotty service, so reducing the obstacles can help.
3. Disconnect Unused Devices
When you have a house full of electronics connected to your Wi-Fi, it can be very taxing on your bandwidth, especially if there are software updates running or your kids are watching Netflix while playing games on their iPads.
4. Use a 4G or 5G Hotspot
If you have a smartphone with a large data plan, you can use your phone as a hotspot. This is not recommended if you have a small amount of data, as streaming video can eat through your monthly allowance very quickly.
5. Upgrade your Video Call Software
If your video calls are laggy or certain features aren’t working like they used to, it could be time to update your video call software.
6. Check Your Internet Speed and Bandwidth
Internet Speed and bandwidth will have an impact on everything you do that requires a connection. If you’ve tried all of the tips above and you’re still experiencing issues, you may need to ask others in your household to pause their internet time to free up bandwidth.
7. Use a Wi-fi Extender
If your internet speed is sufficient and you can’t run an Ethernet cable or move closer to your router, you can also try using a Wi-fi extender to help your connection reach areas that have poor Wi-Fi coverage. All you need is the hardware and a power source to get the extender up and running.