3 min read
The life of a government employee typically consists of meeting after meeting. Oftentimes these meetings take place via a teleconference rather than in person, due to departments being housed in different geographic locations.
It is important that the teleconference service being used is reliable and effective to make sure these calls go off without a hitch and everyone is able to share the information they need to. To help when your department is trying to find such a solution, we have compiled some of the best features that should be included in a government teleconference service.
We all know how a standard teleconference works: send around an invitation beforehand that includes a dial-in number and a PIN so participants can join the call at the designated time. While this method works fine, what if your teleconference service also had the capability to automatically dial out to participants at the start of the conference?
Having a government teleconference service that is connected to a contact relationship manager tool (CRM) could make teleconferences so much more efficient. Instead of waiting for all your participants to call in whenever they remember (and to prevent you from having to repeat information), the system could start dialing out to contacts using the information it has stored in the CRM.
When hosting a teleconference, how do you know who is on the call at any point in time? Do you take a roll call asking everyone to chime in? How do you know for sure there are no eavesdroppers on the call, listening to obtain information they aren’t privy to?
In government, there is a high potential of sensitive information being discussed in teleconferences, so your department needs to be absolutely sure that only those with the appropriate clearance have access to this information. This is aided by a government teleconference service that provides the conference host with a visual interface they can monitor to control the conference, including the verification of everyone who is participating. Should there be an unknown caller on the line, as the host you can ask them to make themselves known else be removed from the call.
It can be very distracting to hear a dog barking or other loud background noise when trying to listen to whoever is speaking during a teleconference call. And, trying to find the source of the distraction is, of course, a distraction of its own. The government teleconference service your department chooses should have the ability to mute all participants automatically and unmute them one at a time whenever they wish to speak.
And, should the service provide the ability to monitor the conference through an interface, it would be very helpful for the conference host to manage speakers by requiring muted participants to press a number on their keypads to “raise their hand” to speak. From this interface, the host can view which participants have raised their hands and unmute them to give them the floor. This feature removes all the distraction of background noise and side conversations and helps to keep the conference call on track.
Perhaps some important information is being discussed in a government teleconference that you will wish to refer back to once the call has finished. Well, with some teleconference services, you are able to record portions of the call, or even the full call in entirety.
Once the conference call has ended, you can then go back and download your recording to your computer and play it back or share it with the rest of the participants. This feature can save your teleconference participants time and will help them focus more on being active participants in the call, rather than on trying to take notes throughout.
Another helpful feature of a government teleconference service is the ability to have the system generate reports at the end of each call, so you are able to go in and see exactly when the call was, who was on the call, and for how long. Reports are integral to ensuring accountability and for record-keeping purposes.
Teleconference reports can show how many participants were on the call, as well as any who may not have been able to join. View details on each participant’s last action taken and when they disconnected from the call. If you recorded parts of the conference, the recordings would be available in these reports as well.
SimplyCast’s Instant Teleconference tool is a great option for your government’s needs. Our system boasts all of the features listed above and many more! If you are interested in checking out the tool for yourself, visit the product page here, and contact our helpful Sales Team!