Any successful business will usually agree that communication is crucial to the attainment of business goals and objectives especially for business entities that are global.
Advancement in technology has led to the development of conference call features that enables collaborative meetings over the phone without requiring physically being together in a boardroom.
However, it is recommended to plan well for this event so as to ensure that everything takes place as planned.
Below are some tips on how to plan a conference call like a professional.
Set the date and time:
Just like face-to-face meetings, you have so set a date and time that you intend to hold the meeting. If some of the participants are located in different time zones, ensure that you facter in their local time so as to avoid any conveniences. Bottom line is, the set date and time should be convenient for all the participants, if possible.
Communicate with the attendees:
It is important to send an agenda and communicate it all the associates so as to keep them informed on the specific topics that will be discussed during the meeting. This will help them prepare and save time. In addition, it will provide them with all the relevant information such as dialing instructions as well as Pin Numbers so as to ensure that the meeting takes place smoothly. In addition, you should develop a criterion that will be used to ask and answer questions so as to foster attainment of the meeting objectives.
The agenda should encompass all the topics to be discussed. Be sure to allocate enough time to each task so as to achieve the expected results. Remember to send the final agenda document to all the members to avoid any confusing during the meeting.
You may want to contact the attendees just to be sure that they received the agenda.
Let us proceed and look at some of the major benefits that can be derived from this form of communication.
Conference calls are more economical on time and money since participants do not have to travel to the designated conference area. Instead, all they need to do is ensure that their telephone line or internet connection is working. This in turn helps businesses save thousands of dollars that could have would have been spent on housing and transport costs.
Most conferences calling services can be accessed from virtually all online platforms. Hence, businesses are able to still hold meetings and carry on with their daily business activities conveniently. In addition, it is possible to re-organize or re-schedule the meetings in case of any unforeseen occurrence easily. It is also important to note that this mode of communication is not prone to various problems such as traffic jams, flight delays and a long list of other items associated with meetings in another city or country.
Virtually all businesses have strict confidentiality rules. These calls are totally safe and secure since only the participants have access to the system. All attendees will have their caller ID’s visible to the host who uses the free online roster feature.
Conference call is indeed the most convenient and modern way of holding corporate meetings especially the international conference call.
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