Delegating International Conference Call Tasks

Planning an international conference call does not need to be a one-person job. Determine which tasks you can delegate to others and then seek help from your team.

Delegating International Conference Call TasksHolding international conference calls on a regular basis can bring your global team together and improve collaboration.

However, coordinating international conference calls requires a great deal of work. Delegating some of this work can free up some of your time as well as improve participation. Use the tips below to improve your global team teleconferences.

1. Identify what tasks need to be done. Though task lists vary, some tasks are fairly common to all conference calls such as creating an agenda, scheduling the call, inviting participant’s and distributing the call’s details, recording the call and later sharing the recorded file, and keeping track of time and agenda items during the call.

Once you’ve identified each task, figure out which tasks can be automated, which ones you absolutely must handle yourself, and which tasks could be assigned to someone else.

2. Ask for volunteers. A few weeks before your next international conference call, ask for volunteers to help you coordinate it. Briefly explain what you need help with and what’s involved. For example, if you need a time keeper, explain that the time keeper will use a stopwatch to time each agenda item and will provide notice when the speaker has three minutes left to wrap up the discussion.

3. Assign a different “host” team each month. An alternative to asking for volunteers is to rotate responsibilities amongst different “host” teams each month. For example, you could put your Italian team in charge of scheduling and coordinating your team conference call in January and then have your Brazilian team do the same the following month.

By rotating responsibilities, each team could bring its own unique talents to the call and experience the various challenges involved in scheduling global teleconferences. With each team experiencing some of these challenges firsthand, you may find that teams become more accommodating and more invested in making the teleconference a success.

4. Ask for feedback. Efficient global teleconferences don’t happen by accident. They’re the result of careful planning and continuous improvement. Ask your delegates what they thought of the planning process. Ask them what they might do differently and why.

Planning an international conference call does not need to be a one-person job. Determine which tasks you can delegate to others and then seek help from your team. Doing so provides others with the opportunity to contribute to your team-building efforts and can improve participation.

It may also improve their own team communications and collaboration skills. Your team members may suggest some creative ideas that you can incorporate into your future calls as well.

Managing Time During an International Conference Call

Meetings, whether they take place in person or are held remotely, are notorious amongst participants for taking up too much time. Whether you’ve rented a conference room or are holding an international conference call, each participant likely has time constraints.

With an international conference call, each minute of your meeting impacts the meeting’s total cost as well. Plus, many participants will be calling in outside of their normal work hours, making the call an infringement on their own personal time.

Managing an international conference call’s time is respectful of your participants’ time as well as economically smart. Use the tips below to keep your next international conference call on track.

  • Hold shorter, more focused conference calls more frequently rather than “catch-all” conference calls at longer intervals. A tightly focused conference call often requires fewer participants and will have fewer agenda items. Thus, the meeting will be more relevant to those who attend, and it will take much less time than a more generalized international conference call. In addition, participants will appreciate short international conference calls that only take a few minutes each time instead of long, involved calls that require several hours of their time.
  • Limit the number of participants. The more participants on any given international conference call, the more difficult it becomes to manage both conversations and time. Consider inviting just a handful of leaders to each international conference call and then distributing a MP3 recording of the call to others who need to know the information that was presented.
  • Create a timed agenda. Holding short, tightly focused international conference calls requires staying on track. A timed agenda is a great way to ensure that your call doesn’t last longer than scheduled. If you’ve allotted 15 minutes to the call, then your agenda needs to reflect that. Write down each agenda item and assign a realistic time limit to each one. During the call, keep track of the time as you move through the agenda.
  • Share your agenda in advance. Each participant should know what to expect before the conference call so that they too can prepare. Email each participant a copy of the agenda and let everyone know what’s expected of them. For example, if you need input about a recent change, let them know that’s what you’re looking for so that they can gather their thoughts and ask their teams if they have any suggestions or feedback.
  • Start and end your international conference call on time. If you have a 15-minute teleconference scheduled and you wait five minutes for a latecomer to call in, your meeting just became a 20-minute meeting. Five minutes may not seem like much, but it is multiplied by the number of participants left waiting. Waiting for latecomers also sends a signal to those who were on time that the latecomers’ presence is valued more than theirs. Let the latecomers pay the consequence for their tardiness, not those who arrived on time. Again, you can record the call and let those who missed out catch up later.
  • Become comfortable with your international conference call service before you use it. You may want to hold a few practice calls with a co-worker before holding your first live international conference call. This can help you avoid any time-consuming mistakes.

Because conference calls are usually billed per minute and per participant, managing time can also keep your meeting within its budget. Keeping your meeting focused, following a timed agenda, being selective about who you invite, recording the call, and starting and ending your meeting on time are but a few easy steps you can take to improve your next global conference call.

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Is a Pay-as-You-Go or an Unlimited Conference Calling Plan Right for You?

Conference Calling Services
Conference Calling Services

Is a Pay-as-You-Go or an Unlimited Conference Call Plan Right for You?

Thinking of signing up for a pay-as-you-go or an unlimited conference call plan but not sure which one makes the most sense for you? Here’s what you need to know before you make your choice.

How Pay-as-You-Go Conference Call Plans Work

With a pay-as-you go plan, you do just that. You pay for each conference call as you go. Though both pre- and post-paid plans are common, you typically pay only for the minutes you use.

These plans are extremely flexible. They are ideal for companies with erratic usage patterns. If you don’t expect to make any conference calls some months, a pay-as-you-go plan with no minimum usage requirements is a terrific choice because you won’t have to pay for a service that you aren’t using. Meanwhile, on the months when you need to make conference calls, you can do so at a fantastic rate. In fact, you can make unlimited conference calls with a pay-as-you-go plan; however, you will be responsible for paying for all of the minutes you use. If you frequently have high volume months, an unlimited plan may be a better option.

How Unlimited Conference Call Plans Work

An unlimited conference call plan allows you to make an unlimited number of conference calls for a flat fee. Though “unlimited,” most unlimited conference call plans do have limits. For example, your plan may limit the number of participants you can invite to each conference call. Your flat monthly fee will reflect these limits. The more attendees the plan allows, the higher the monthly fee will be.

Which Plan is Right for You?

Let’s say you have five partners who need to speak on the phone regularly. You could either pay as you go or get an unlimited conference call plan for up to five participants. In order to determine the best option, consider the following:

  • How often do the partners need to use a conference call each month?
  • Will usage be consistent or will there be some months where no activity is expected?
  • How many minutes in total will be used in a typical month?
  • What are the per minute rates for a pay-as-you-go plan? How much will a typical month cost?
  • What is the cost for a suitable unlimited conference call plan? Is it less than the pay-as-you-go plan?
  • Is the cost of an unlimited conference call plan low enough to justify keeping the plan during slower months?
  • Are the per minute rates of a pay-as-you-go plan low enough to justify a few higher volume months?

The right type of conference calling plan will depend on your usage and the answers to these questions. If you choose a no-contract plan, you can change plans as your usage patterns change.

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Enjoy the Uninterrupted Services of Unlimited Conference Calls

Unlimited Conference Calls

Unlimited Conference Calls

In order to make conference calling easy and very affordable, what you can do is use a plan that offers low rates and does ‘not’ charge fees for the minutes used. Said another way, the most economic plan is the unlimited conference call plan.

Few options are offered by professional companies like Aitelephone.com that allow you to enjoy the uninterrupted services of unlimited conferencing.

Therefore if you require a conference call plan that can put money back i your budget

There are many providers who are providing monthly plans of conference calls thus there are no long term commitments that you need to meet. So check out all factors and book your affordable conference call connection now.

If you select a conference call facility wisely then you will know that how you can easily stay within your budget. There are plans in which you just need to pay only a fair fixed rent per month in which you get many free conference calls. Then as and when you make conference calls, the price of the calls shall become more and more economical. So if your monthly conference calling is high then you must check out this option as with this, you will be able to host unlimited conference calls for one flat monthly fee.

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Conference calling service – The necessary collaboration tool

No matter where you are located within the world, you’ll be able to keep in touch anywhere, anytime with your colleagues, clients or employees.

Today, not only big companies but small and midsize businesses need advance mediums to compete and grow.

Meaning they want to seize the business opportunities and live in a competitive world.  This is what global telecommunications provides. With new breakthroughs there are infinite communication possibilities utilizing unified communication, improved customer connectivity, Skype, global virtual numbers, web conferencing, etc. These services greatly help in bringing new global business, new opportunities because individuals have instant access to information which boosts their business efficiency. It also can greatly reduce costs of doing business whether domestic or internationally.

With the need of business and enterprises that are global in scope find new technologies and new ways to communicate. Huge technological advancements have taken place that are assist teams to work together easily and increase their productivity by taking advantage of a better control to manage and monitor their communications.

One such advancement is conferencing. Cost effective, more competitive, more productive and instant communication makes collaboration and hence transactions much faster. No matter where you are located within the world, you’ll be able to keep in touch, anytime with your colleagues, customers or employees with many of the newest communication services such as one number unified plans.

One sure way for a small business to get big is better communication. To speed up your business it is necessary to keep in touch with your employees and collaborate anywhere, anytime. Conference calling is possibly the foremost economic collaboration tool for teams of associates that need to share, no matter where in the world they are located.

Whether businesses have their clients in USA, Hong Kong, UK, UAE or any other country these services provide a better business-client connection. Whether it is SME or large enterprise they cannot imagine growing large without teleconferencing services. Conference calling is a very valuable business tool and simply the best for businesses around the globe.

Various types of conference calling services are available today.These include specialized plans for conferencing between two countries such as US and Canada or multi-country conferencing using the Expanded plan with over 100 country toll-free access.

The virtual number is one such type of collaboration service that has brought many changes to our world.

A virtual number service is a telephone number that is not directly associated with telephone line until you request it. Mainly this number is programmed to forward incoming calls to preset telephone numbers chosen by the client. With virtual number, whether your calls come from any part of the world, you’ll experience crystal-clear connection and that too at affordable prices. These services allow businesses to answer and forward their client’s calls anywhere in the world including mobile, landline phone and call centers.

Learn more about global collaborative telecommunication services at aitelephone.com