Many people prefer working from home or on the move. And why not? Home is where the heart is, you can catch up with your deadlines while you’re on a long-haul flight, and cafés offer a comfortable, convenient environment for remote work. You can even get a great cup of coffee while you’re at it.
Truthfully, the office just isn’t the most efficient place to get work done anymore, and by cutting out the commute, employers provide a better work-life balance. Not only that, they create a more accessible job market and extend opportunities to people who might feel excluded otherwise, be it by financial, physical, or other limitations.
So, with plenty of employees preferring remote work, how can employers ensure they’re still able to communicate and collaborate with the rest of the team?
The answer is a good teleconferencing system. For example, the SimplyCast platform provides versatile audio conference software that’s great for connecting with others, even while they’re on the move. Simply dial out or invite them in.
Looking to hold a meeting soon?
We’ve compiled eight great tips to maximize your productivity! Whether it's your first meeting or your 100th, these tips will help every time.
1. Have an agenda
Just like with an in-person meeting, being prepared is a must for any conference call.
Try putting your meeting to paper in a simple outline like this:
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Who will speak?
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On what topic?
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In what order?
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For how long?
Creating an agenda like this will save time, avoid confusion, and help the call flow smoothly. For more information on how to schedule great audio and video conferences, check out this entry in our blog!
Your outline is also a great resource for your attendees, as it lets them know how long they have to speak. A tightly organized conference also keeps everybody on topic without making them feel rushed.
2. Provide clear instructions
Many teleconference systems require attendees to dial-in and provide a code or a password. Make sure participants have everything they need well in advance, preferably with easy-to-follow instructions in case anyone is unfamiliar with the platform. This will prevent any frustration or delays.
SimplyCast’s audio conference software really shines in this regard, as hosts can dial out to participants in real time, no matter where they are. This is why we utilize an audio format rather than video calls; broader compatibility means participants can join the call, regardless of their device.
3. Start on time
If your meeting is delayed, then speakers will feel rushed, and people may not be able to stay for as long as planned.
If someone is late to join the call, chances are they are trying to join but there may be an issue on their end. This is common with web conferencing or video meetings, where internet connections, software, or even hardware (such as faulty cameras or video drivers) can cause problems.
Start the meeting on time and once it's over, have someone fill in anyone who couldn't attend. Better yet, the SimplyCast platform lets you record your conferences for later review, which makes it easy for attendees to catch up or refresh their memories at their leisure.
4. Introduce yourself
At the start of the conference call, have everyone introduce themselves by name and role. Even if your group is video conferencing and their names are onscreen, it’s a great icebreaker and a good way to get everyone familiar with each other’s voices, especially if there are a lot of people present. Make sure any late attendees introduce themselves as well.
Depending on the size of your group, it might be helpful to repeat your name before you start speaking so everyone knows who is talking and when. This keeps your call easy to follow and ensures your records accurate if you’ve assigned a minute taker to keep notes.
5. Make use of your conference tools, including the mute button
Conferencing software comes with a variety of useful tools, such as file sharing, screen sharing, direct messaging, and even the options to mute people, turn off their cameras, or remove them from the call.
You should make full use of the tools at your disposal. After all, they're there to help you have a great meeting! Just don’t be afraid of using those last three—it’s not out of line to preserve the call for others if someone is being disruptive.
In general, it’s good practice to mute yourself and others when they aren’t speaking. This keeps the call quiet and stops that loud dog from barking in the background, which can be distracting or even overstimulating for some participants. Make sure you provide a call environment that is welcome and beneficial for everyone.
6. Keep comments concise
Only one person should talk at a time. This can be a hard rule to uphold when many people gather with exciting ideas and passion for their work, but it’s incredibly important when a group is trying to communicate and collaborate.
The best way to make sure everyone gets a turn is to keep your comments on topic. This will also keep your meeting on schedule. After all, a long-winded anecdote about your cat can easily make the next person forget what they wanted to say, or cause attendees to leave if they lose interest. Say what you need to with purpose.
7. Wait your turn
For a productive discussion, meeting attendees should each wait their turn before speaking. Nobody likes being interrupted or talked over when they have something to say. This will affect their morale as well, and they may feel hesitant to contribute again. They may even leave the call entirely.
As with face-to-face conversations, accidents will happen, especially when you’re getting used to the rhythm of a new group. You and someone else might have an idea and start talking at the same time, but don’t worry! This is easily resolved if one person apologizes and lets the other speak.
Check if your teleconferencing system provides a hand-raise function. This is a great way to indicate you have something to say without drawing attention from someone else. If the group knows you have a comment, they will likely give you room to speak once the other person is finished. This way, everyone feels respected.
8. Ask for feedback
Many people are likely to stay quiet unless they are asked to speak. Encourage their input by asking for questions and feedback. By doing this, you dismiss any awkward silences and keep things productive. This is also a great way to make sure attendees are paying attention, and provides a natural wrap-up to topic sections, as well as the meeting itself.
Did you find those tips useful? Check out more of our content for plenty of great marketing advice, like this blog on setting up a conference call.
Ready for your meeting?
Thinking about hosting your own audio conference? Our Instant Teleconference app supports dial-in and dial-out connections! Try pairing it with our Contact Relationship Manager to get your call started even faster.
Sound interesting? Our experts would love to show you how it works. Click on the button bellow to request a demo and get in contact with a SimplyCast team member today.
