When it comes to having a teleconference, it is important that it runs as smoothly as possible so that you make the most out of your meeting. However, that can be easier said than done. There are a few things to watch out for and deal with to make sure that when you are teleconferencing, you are doing it properly. If you do not watch out for these common pitfalls, you can possibly end up having a very unproductive and ineffective meeting which can end up being a waste of time for people and make you look like you do not know what you are doing (which is not what we want!).
1. Mediocre preparation
When doing a presentation, preparation is key to success and that same concept applies to teleconferencing. Being unprepared can greatly affect the overall call in a negative way. If you do not know what is going on during the meeting, neither will the participants. This can make it very hard to get things accomplished in the call, which results in a waste of time for everyone.
That is why you need to make a call agenda. A call agenda will help lay out what is going to be covered in the meeting as well as how long each section should take. This will greatly improve the performance of your teleconferences. When designing a call agenda, make sure to add in information such as time slots, who is speaking and about what, and any other information such as call information.
2. Poor choice in location
As useful as conference calls are to help with not needing to meet up with people in person, it does not mean that you can take the call from anywhere. It is important that when taking a call, you are in a good location to do so, or else it may affect your call.
When choosing a location, make sure that it is one where you are less likely to get bothered by someone else; it is in a quiet location with few disruptions; and that you have a strong connection. This will help make it easier to take your call, as well as lower the chances of experiencing any disruptions during the meeting.
3. Technical difficulties
Nothing is worse and more embarrassing than getting ready to have a call and then all of a sudden having technical difficulties – whether that be having a poorly-functioning microphone, or trouble with trying to present something. That is why it is always a good idea before you hop on a call to check all your equipment and do some test runs to make sure that everything runs smoothly. It is always better to have something go wrong before than during your call.
4. Lack of control
It is very easy for people's attentions to start to trail off while in a meeting, and even more so when having a conference call. This is another reason for why it is important to have a call agenda as it is a lot easier to keep people paying attention when you can keep things in order. If people are talking for too long, you can cut them off to allow time for those who are next and so on. This helps to keep someone from trailing on too long and people starting to loss their attention span. With good control over the meeting, you make sure to let people speak and say what they have to say all while making sure it does not get overrun.
5. Unclear objectives
It can be very annoying when a call ends and you are unsure of what it is you need to do, or what came out of that meeting. That is why it is important when you end a meeting, you end on a clear and easy to understand note. Also go over a quick summary of what was covered in the meeting to help make sure that it is fresh in everyone's minds. That way people know what they need to do next if anything, and what was accomplished during the meeting.
Start teleconferencing today!
Looking to get started with teleconferencing software? Check out SimplyCast’s Instant Teleconference!
SimplyCasts’s Instant Teleconference helps you set up calls quickly and easily to help you respond to emergencies if needed, or if you simply want to have a call with staff and colleagues about a topic. With its unique ability to dial out to contacts instead of needing to send them a code or link to connect, Instant Teleconference makes it even easier to set up a call. However, the software still supports dial-ins if needed.
Interested and want to give it a try? Click on the button below to request a demo and also get in touch with a SimplyCast team member today who will assist you along the way and with any questions you may have.