When you are part of a conference call, how many employees in the room have you seen immediately place their phones on silent or vibrate? With their phones on silent or vibrate, do you see any of them paying more attention to their phones than they do the actual conference call?
As everyone else is focusing on the meetings and the projects, some of your employees are half-listening to what is happening in the room. The half-listening and the absent-mindedness are not the only issues that take place in conference calls; there are several other blunders that take place during conference calls that can definitely frustrate employees and other members of the conference call.
When there is no agenda in place, you can risk sending all members of the conference call "into the jungle" without any type of related purpose. While being spontaneous and exuberant can work in a variety of settings, especially during the deliberating and the analyzing page. However, when it comes to conference calls, everyone should know exactly what the conference call is about and what the conference call seeks to accomplish. Set an agenda before the meeting begins (preferably within the original invite) and reiterate it at the beginning.
How many times have you been part of a conference call where someone was interrupted, whether it is intentional or unintentional? Many people have been interrupted by someone who talks over them to refute a point they just made. When the interruption is done on purpose, it can create awkward silence, an argument, or a strong tension among everyone in the room. Sometimes the conversation can take a completely different turn and become very unprofessional. Work hard to encourage an atmosphere where everyone can feel comfortable speaking and contributing to the agenda. That is the point, after all.
When there are members of the conference call who are not physically in the room, it can be very easy for someone to stop participating. You have likely been part of a conference call when you have asked a question and no response was given. Everyone remains quiet hoping that the person next to them will say something so they won't have to. When a conference call becomes very quiet, this can usually mean that everyone was not prepared for the conference call. Sometimes there are so many quiet moments in a conference call because the schedule or agenda was not handed out. The meeting organizer should have a plan in place to both keep the meeting on track and move forward the agenda, rather than let it lapse into silence.
"Hi, My Name Is..."
If everyone has been working together for years or months, is there really a need for long introductions every time a conference call takes place? It is understandable when new members need to be introduced, but is it necessary for everyone to be introduced during every call? There is nothing wrong with pleasantries, but sometimes everyone just wants to get straight to the point of the conference call and begin working. Make sure the precious time at the beginning of the meeting is adequately meted out for pleasantries, then get down to work quickly.
No Respect for Time
Don't you find it frustrating and annoying when a member of the conference call begins making distracting noises in the background? We understand a conference call can be taken in any location, but it is important that everyone is mindful and respectful of everyone else and their time. It can also be distracting when someone joins the call after it has already been in session for a few minutes. When someone is running late for the conference call, people will only be patient for so long before they decide to begin the meeting. Be sure to eliminate loud noises in your area before a meeting and prepare to begin early; encourage others to follow these tips as well so valuable time is used effectively.
These are several common conference call blunders that can be avoided, and web conferencing can help reinforce these suggestions. Web conferencing provides a variety of tools that will make the meetings more captivating and collaborative. With video screens, screen sharing, file uploading, etc., everyone will be able to identify who is actually participating and sharing ideas. Zoom Conferencing and Skype for Business are two such tools that can increase your productivity and ROI during important calls.
Are you ready to get rid of those frustrating and annoying conference call problems? Contact CallTower today for more information on our tools and resources and schedule a demo with Zoom Conferencing today: