Conference Calls:- In our modern day world conferencing is an efficient way of doing business. In this day and age its safer to use a conference call than to travel. Its also much more cost efficient. Ideal for family conferencing and rapid problem solving in the business arena. Here are the major benefits:-
- Quick.
- Cheap.
- Facilitates crisis management and rapid or fast track problem solving.
- Eliminates travel, car hire and hotel bills.
- Informs all the attendees simultaneously.
- Spread company ethos.
- Facilitates idea sharing and multiple input for problem solving.
- Prevents multiple individual calls by sharing information in one call.
- Attendees have access to all their papers and information.
- Have scheduled times.
- Can be held regularly
- Can be held wherever there is a telephone.
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Our Tips:-
- Before your call make a list of the people who will attend.
- Before you call, write out an agenda this should include follow up/progress on previous conference calls.
- Before you call make a personal key pointer list based on the agenda so you have a clear set of your personal issues/points to add or discuss within the Agenda.
- Set topic time limits.
- Send out reminders to attendees. This can be telephonic/email/fax.
- Send out conference material to the attendees. Do this well in advance so the material can be timeously studied.
- Set a conference call time and date that is convenient to all parties. Take into account the time difference across the country or across the world.
- If the call is international, verify that international service is available and is compatible.
- Get firm commitments that people will be attending. Insist on replies accepting attendance.
- Arrange a guest speaker/moderator/facilitator/time keeper if required.
- Arrange transcription services if required.
- Arrange recording service if required.
- Arrange call on demand recording if required.
- Arrange presentation service if required.
- Test all the equipment prior to the conference call.
- Keep records/minutes on paper/mixed media and distribute them.
- Record questions asked and answer them.
- Tell your secretary, your reception and the switchboard that you don't want interruptions during the call.
- Above all be prepared - the attendees time is valuable too!