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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Audio International Conference Calls vs Web-based Conferencing

Today’s web-based conferencing tools may be newer and visually compelling, but they don’t always deliver on their promise.

Audio International Conference CallsInternational conference calls have been the communications method of choice for businesses for decades.

Today’s web-based conferencing tools may be newer and visually compelling, but they don’t always deliver on their promise.

When it comes to communicating with an international team, an audio international conference call remains a winning choice.

Here’s why:

You don’t need fancy equipment to participate in an international conference call.

In fact, all everyone needs is a telephone. Participants can call in on landlines, mobile phones, and VoIP without any issues. In contrast, web-based conferences require Internet access, a compatible device, a web camera, and a microphone; some even require the installation of software. Every participant must ensure that they are adequately equipped to participate.

International conference calls are easy to access and use.

In addition to bypassing all of the setup steps outlined above, international conference calls are simple. There’s no learning curve whatsoever. Participants simply dial the access number, enter the PIN number, and begin interacting with one another.

Participants do not need to appear on camera with an international conference call.

While web cameras make it possible to see others, not everyone is comfortable appearing on camera. In the case of an international conference, time differences mean that many participants must participate after normal business hours. With an international conference call, those who participate in the middle of the night can do so in their pajamas if desired – and no one will ever know. On the other hand, if they had to appear on camera, they’d need to change into professional attire.

It’s easier to connect participants to an international conference call.

A feature unique to audio conference calls is the “auto dial out” feature. You can preprogram each participant’s phone number into the auto dialer and let the international conference calling system automatically call all participants at the appointed time. This takes forgetfulness and tardiness out of the equation and can maximize participation.

In addition to the advantages listed above, international conference calls share many of the advantages that their web-based counterparts have. For example:

  • You can schedule international conference calls in advance. Not only do international conference calling plans include scheduling tools, you can use your existing meeting scheduling tools to invite and remind participants of an upcoming global teleconference.
  • You can record your international conference calls. MP3 recordings are usually a simply matter for the moderator of the call. Once recorded, the international conference call can be listened to by others at their convenience. You can use call recordings in any number of ways including historical documentation, training, or as a backup for those who were unable to attend the call at the time.
  • Anytime, anywhere access to the conference. Audio teleconferences may even have the edge here as Internet access is not required. Both technologies allow participants to participate in the conference from their homes, offices, or other locations (assuming that they have the appropriate equipment and access, that is).

Finally, audio international conference calls using well-established, high quality telephone networks deliver crystal clear sound quality. When every word counts, it’s important to choose a proven delivery method. Next time, choose the tried and true: an international conference call.

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7 Tips for International Conference Call Newbies

With an audio call, you don’t have the benefit of visual cues, so listen carefully and patiently.

7 Tips for International Conference Call NewbiesHave you been invited to an international conference call for the first time?

An international conference call is similar to a domestic one in that the conference takes place over the telephone.

However, with participants located around the globe, international conference calls tend to have a few more challenges. Here’s what you need to know before participating in your first global teleconference.

  • What time is the international conference call in local time? Though most international conference call hosts clearly list the time of the call, it’s not always obvious when the call starts in your specific time zone.
  • For international conference calls with a large number of participants, it’s impractical for the host to break down the call’s start time in each country. In this case, the host will likely express the call’s time using Greenwich Mean Time or Coordinated Universal Time (UTC). From there, it will be your responsibility to figure out the call’s actual start time in your time zone. Use an online time and date converter if needed.
  • What language will be spoken? It’s easy to assume your native language will be spoken, but that’s not necessarily the case with international teleconferences. For example, what language might be used between a Japanese electronics company and its operators in Mexico, USA, and Brazil? With four possible languages, it’s important to find out for sure. If you do not speak the language, find out if there will be another call in your language or if a translation will be made available after the call. If you must participate in a call where language is a barrier, it may be smart to have a translator join you.
  • What will your role be? Will you be expected to actively contribute to the conversation or is the call more informational in nature? If the call will take place at an inconvenient time, is not urgent, and you are not expected to actively contribute, it may be possible to listen to an MP3 recording of the international conference call after the fact.
  • Who else will be participating in the call? Because of the international nature of a global teleconference, it’s also helpful to know which other countries will be involved so that you can be sensitive to any cultural differences.
  • Prepare to be patient. It’s often difficult to communicate with people from other countries. Not only is there the issue of language, heavy accents can interfere even when everyone speaks the same language. With an audio call, you don’t have the benefit of visual cues, so listen carefully and patiently. When it’s your turn to speak, speak clearly and slowly and avoid using slang which can cause confusion.
  • Ask for an MP3 recording or transcript of the call. Many international conference call hosts record their calls and distribute recordings afterward. Others will transcribe the call as well. If you had difficulty understanding portions of the call due to language barriers, a recording or transcript could be beneficial.
  • As with any conference call, you’ll want to mute your phone line any time you are not speaking. This ensures that any background noise at your location does not interfere with the international conference call.

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Set up an International Conference Call with Participants in Europe, North America, and Asia

An international conference call with participants from Europe, North American, and Asia will likely involve speakers of multiple languages including English, Spanish, French, Italian, Chinese, Japanese, Portuguese, German, and more.

Set up an International Conference Call

Use the 5 tips below to help you plan a successful international conference call.

Planning an international conference call can be challenging when participants are scattered across North America, Europe, and Asia due to the different time zones and languages involved.

When planning an international conference call with multiple countries and large time differences, you will need to make some important decisions.

Determine Who Really Needs to Attend the International Conference Call

The first step is to identify all of the key people who need to attend the conference call. At this point, don’t include those whose attendance would be helpful but is not mandatory. By focusing on the key attendees, you will have a better idea of the main countries involved.

For example, you may find that most of your key attendees aren’t as scattered as expected which could simplify the rest of your planning. On the other hand, if you find that your key people are located across Europe, North America, and Asia, this confirms that you will need to plan your international conference call’s time in such a manner that makes the most sense for the majority of key participants.

Decide on the Most Appropriate Language

An international conference call with participants from Europe, North American, and Asia will likely involve speakers of multiple languages including English, Spanish, French, Italian, Chinese, Japanese, Portuguese, German, and more. Which language will be spoken during the call? Will you provide translators? Does it make sense to hold several different calls to accommodate the different languages of the participants? Is there a single language common to all?

After deciding on the language, make sure to communicate the international conference call’s language requirement to all participants along with any alternatives (such as post-call translations, MP3 recordings, or transcripts) that you may have decided on. You may also want to suggest the use of translators to those who are not fluent in the designated language.

Consider Pre-Conference Call Strategies

In order to minimize disruptions and maximize the time you have on your international conference call, think about what you can do before the call. For example, is it possible to record a pre-conference announcement?

Using your international conference calling plan’s MP3 recording tool, you could record a conversation between a few key participants and distribute that recording to your participants to listen to before the scheduled international conference call.

This would provide participants with background information that they could listen to at their leisure as well as allow for either a shorter live call or time for more in-depth discussions.

Distribute Country-Specific International Conference Call Access Numbers

Another challenge involves dialing international phone numbers and sky-high international calling costs. You can circumvent this problem by using an international conference calling service that issues country-specific access numbers and has low international long distance rates. You can also use toll free international conference call numbers.

Either way, each caller in each country would dial a country-specific access number to connect to the international conference call. Callers in Spain would dial a Spanish phone number while those in the United States would dial one specific to the USA.

Because these phone numbers conform to their country’s calling conventions, there’s no need for operator assistance and no unfounded fears associated with calling someone in another country. By issuing toll-free international conference call numbers, you’ll eliminate cost concerns completely.

Communicate Call Details as Clearly as Possible

If you have just a few participants in Europe, USA, and Asia, it’s not overly difficult to calculate the call’s start time and date in local time for each participant. However, the more participants and the more countries involved, the more difficult this task becomes. Make sure to communicate the call’s time and date in UTC time and provide participants with a link to a UTC time converter so that they can find out the call’s actual time in local time.

Planning an international conference call with participants in Europe, North America, and Asia – and beyond – is challenging. That said, it’s far easier and much less expensive to hold a global teleconference than it is for everyone involved to travel to an international meeting. Use international conference calls and stay connected without excessive costs.

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Practice Makes Perfect: The More You Use International Conference Calls, the Better they Become

Not only can holding a dress rehearsal allow you to practice your presentation, it can alert you to technical issues that need to be corrected before the call.

Practice Makes Perfect with International Conference CallsAs with anything, the more you use international conference calls, the better you become at hosting them. After all, practice makes perfect.

When you first sign up for an international conference call service, your first few teleconferences may feel awkward. You might stumble around at first or forget to take advantage of the options available to you such as noisy line muting, or operator assistance.

However, as you continue to use your international conference calling plan, it’ll become more natural. You’ll discover new tricks, you’ll start to experience the benefits, and soon, you’ll realize that you can use global teleconference calls for all kinds of purposes beyond your original need.

While practice makes perfect, a little coaching can get you even better results, faster. With that in mind, use the following tips to get even more out of your international conference calling plan:

Hold a Dress Rehearsal Conference Call

Just as professional theatrical productions hold dress rehearsals, so too can you. Gather a few assistants and do a trial run of your international conference call a day or two the scheduled event. Have each assistant dial in from remote locations so that you are not in the same room. This simulates the environment and forces you to use your online dashboard tools to manage the call or see who’s currently connected.

Ask each assistant to take notes about the call while you practice your part. Don’t overly instruct them, just let them record their thoughts. These insights could range from audio levels and sound quality to comments about areas of the discussion that were unclear or could benefit from additional details.

Not only can holding a dress rehearsal allow you to practice your presentation, it can alert you to technical issues that need to be corrected before the call. In addition, you’ll become more familiar with the various tasks you’ll be responsible for as the moderator of the call.

Take a Team Approach

Holding an international conference call requires work on your part, but it’s not necessarily work you have to do all by yourself. Enlist the help of an assistant before and during the call.

For example, if you will be presenting during the bulk of the conference call, having an assistant on hand is important should any of your callers have difficulty connecting to the global teleconference or hearing you. Instead of having to stop your presentation in order to help the caller, you can continue presenting while your assistant helps the caller. Many international conference calling service providers include free operator assistance, making your job even easier.

Create a Lessons Learned Document

After each international conference call, take some time to reflect on it – and write down your thoughts in a lessons learned document. This can help you to improve your next international conference call by anticipating and preventing similar problems from occurring.

Consider your lessons learned document a living, evolving document and visit it often. Don’t just write your lessons learned and ignore them. Re-read them before each conference call and add to them afterwards.

After about five international conference calls, revisit your lessons learned document and summarize the key points. Post these prominently on your desk before your next conference call as a reminder.

Remember, your lessons learned will be different than anyone else’s. It doesn’t matter what they are; the important thing is to be aware of them and keep improving. For example, if you’ve determined that you are hard to understand because you talk too fast, one of your lessons learned may be summarized as “speak slowly.” Awareness plus a concentrated effort to talk more slowly will invariably lead to better conference calls in the future.

Listen to an International Conference Call Recording

Record your teleconferences and then go back and listen to them. Hearing yourself speak is a great exercise, and you may be surprised at how well you did. Don’t be too hard on yourself if you stumbled on a few words or forgot to mention a key point. Give yourself constructive criticism, just as you would give to a colleague, and choose one or two points to work on improving for next time.

Use End-of-Call Surveys

Use surveys after each international conference call to get feedback from participants.  Participants will have a different perspective and may have valuable insights that wouldn’t occur to you otherwise. There are a variety of third party survey tools you could use to get instant feedback after the call.

Because feedback is so important, make it easy for participants to provide it. Online surveys are generally easier than surveys that must be printed out, filled out, scanned, and emailed. Keep your surveys short, too, and let participants know about how long it will take to complete your survey.

Keep Hosting International Conference Calls

The more you hold them, the easier they become. Practice really does make perfect!

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Dealing with Language Barriers During an International Conference Call

If you intend to hold two or more versions of the international conference call in different languages, make sure to include the details for those calls in the invitation.

Dealing with Language Barriers During an International Conference CallIt’s common for language barriers to arise during an international conference call. The nature of a global teleconference virtually guarantees that participants come from different backgrounds and speak different languages.

While it’s impossible to completely erase language barriers amongst a geographically diverse audience, you can do your part to be an effective communicator. Below are a few tips to help overcome potential language problems.

  • Include language details in your international conference call’s invitation. By stating clearly in the invitation which language will be spoken, your audience will be better able to decide if attending the international conference call makes sense. If you intend to hold two or more versions of the call in different languages, make sure to include the details for those calls in the invitation. For example, you could say something like, “This call will be conducted in English. A Portuguese version will take place on (date/time) followed by a Spanish conference call on (date/time).”
  • Request that we give you voice prompts in another language.  Currently, we offer multi language system prompts in the following languages:  French/English dual prompt, English/German dual prompts, Spanish/Portuguese dual prompts, English/Japanese dual prompts, Mandarin Chinese/English bi-lingual dual prompt.  Visit our Expanded Global Conferencing service here.
  • Speak slowly. Non-native speakers will appreciate the slower pace which helps them to process what’s been said.
  • Avoid slang, cliches, and colloquialisms. They simply do not translate well. In fact, they probably won’t make sense whatsoever. For example, if you intend to start a project right away, saying “let’s get this ball rolling” could confuse non-native speakers and have them wondering what a ball has to do with anything. Instead, be clear and say “I want to start this project immediately.”
  • Send out a detailed agenda. The more you can fill in the blanks in advance, the better. By having a detailed agenda in place, each participant can quickly determine the general topic of discussion which provides extra context to the conversation.
  • Consider using an interpreter. Interpreters may be necessary in some situations. Due to the nature of an international conference call, you can use a “virtual” interpreter located in any country. Just as regular participants dial into the teleconference from their phones, the same is true of an interpreter.
  • Consider allowing personal interpreters. Some participants may want to use their own personal interpreters or even a trusted family member to help them understand what has just been said. If the content of the call is not proprietary or confidential, this can be helpful to individuals. If you’re concerned about confidentiality, it may be necessary to require a non-disclosure agreement. If personal interpreters will be used by participants, make sure to instruct those individuals how to mute their lines so the interpretation remains private.
  • Record the international conference call and make the recording available to participants after the fact. Some participants may appreciate being able to go back and listen to the teleconference afterwards to ensure that they didn’t miss anything.
  • Have the recording transcribed. Sending a transcription of the international conference call is another way to help non-native speakers get more out of the call. In addition to sending a word-for-word transcription, or as an alternative, you could also send a synopsis that summarizes the key points.
  • Have the recording or transcription translated. Another option is to translate the recording or transcription. For example, if the primary languages of participants are English and Portuguese, you could conduct the call in English, record it, and then have it translated into Portuguese.
  • Encourage questions. Another option is to recognize potential language barriers from the beginning and encourage participants to “raise their hands” or interrupt you if something doesn’t quite make sense. By alerting you to sections that don’t make sense, you have the opportunity to rephrase your statements or clarify. This can also help you improve your presentation as you learn more about what trips up your audience. For example, you may realize that you use cliches far too often. With this realization, you can then pay more attention to your own speak patterns and habits.
  • Issue a post-teleconference survey. Have participants fill out an anonymous survey after the global teleconference. This can alert you to communications issues that participants may have been hesitant to raise during the call. One of the questions you might include on the survey is this: Describe anything that you feel was unclear during the call? From there, use this feedback to write up a short letter clarifying any key points that may have been misunderstood.

International conference calls bring with them the potential for communications problems due to language differences.

It’s not easy, but it is possible to communicate despite language barriers.

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