Conference calls. They are fast and easy to execute. They can also be chaotic and puzzling without any proper guidelines or preparations. No visual cues, regular disturbances and background noise. Not knowing who is in the call and who is in charge. That one person who is in the meeting but who has no questions or comments, let alone have a clue on what it’s about. Classic group call traps.
Becoming a little more organized is all it takes in order to manage the disorder here and avoid possible mishaps during the meeting. Use the following tips in order to ensure seamless group calling and collaboration.
Set a clear meeting agenda.
Organizing meeting objectives in an outline would allow for a clear path to follow during the meeting’s course. By doing so, not only do you ensure your participants are on track with the meeting outcomes, but you are also able to remind yourself if you digress.
Figure out the best time to meet.
It is important to talk to your teams, to understand how each member in it wants to work, and accordingly tailor the plan for your call scheduling. Without this you run the risk of clashes, which can be inefficient /ineffective.
It is also equally important to check in regularly with your team. In a fluid situation like the present, plans cannot always be set in concrete, be it for when the call is supposed to be, or for how long it is supposed to be. The tool to have should not only be effective for adjusting call schedules for your team, but for customers too.
It is also important to have a supportive tool that reflects the supportive team. In situations such as the current pandemic, this tool also needs to allow a support system that can let the individuals disconnect and reconnect again in the event of other emergencies or issues that may surface.
In considering the scenarios above, MultiCall comes in as the solution that can step in for the same. You can call your entire team in one go without the hassle of entering PINs or having to await a moderator.
And the best part? Participants of the call do not need to connect via data or even have the app installed. This is critical in the context of scenarios such as the outages mentioned earlier. It also maintains the benefit of portability since the app only requires your smartphone to run.
As the adage goes, the early bird gets the worm. Be sure to dial in at least five minutes before the start time, not just to welcome participants but also ensure they have everything they need to be set for the meeting. This is particularly important in cases such as review calls. Be sure to introduce as well.
MultiCall brings people together, it is important that everyone collectively knows one another in the group when beginning the conference. So be sure to introduce who all are in the group and making clear their role in the meeting.
Asking questions is a way to be sure that you are engaging with the participants and that they understand the conversation to the best of their ability. Using your visual display of Call Monitoring, check who’s on the call and direct your questions to someone new every time in order to make sure that everyone is involved, and not multitasking.
Note down thoughts, comments and feedback.
In certain cases, a conference call may take longer than normal, and there is no better way to stay on track with than by taking notes. It not only helps retain important information, but it’s also a reference guide for any future discussion. Be it a few bullet points or an entire paragraph, you can never go wrong keeping a pen and paper nearby during a MultiCall.
Published by Dinesh Kumar