Can you believe it’s almost September? Where has this month gone? Here in Texas, we’re looking forward to getting rid of the heat and bringing in the best season ever - fall. As exciting as the fall season is, one thing that is also on the way is your beginning and end of the month responsibilities. It could be something as simple as updating spreadsheets or it’s time for your monthly conference calls again.
Consider a registration page for your weekly and monthly status meetings. Registration pages do a lot more than simply creating a link for signing up. If you’ve found that your weekly or monthly meetings have been a bit out of control from people not attending or unwanted participants, a registration page adds the security and tracking abilities for your mandatory meetings.
Check attendance for those calls that can’t be missed. When company policy changes, it often requires a company-wide sign off and understanding from the employees affected by the changes, and using a registration page is a great way to keep track of compliance. When someone registers for a call, the host will be able to keep track of registrants along the way and be able to go back and see who dialed into the conference, and who didn’t.
Send reminders to your participants. Human beings are naturally forgetful and when it comes to important can’t be missed meetings you can set up registration pages to automatically send participants reminders to attend these compliance calls. This way even if they forget to put a call reminder on their own calendar, our system will send them an email up to one hour before the start of the call to remind them to attend.
Manually approve or deny registrations. In our March newsletter, we talked to the author of the Modern Meeting Standard and one of the suggestions in the book is to make sure that you are only inviting the people who have to attend the meeting. If there is no need for the CEO / VP / Marketing Manager to be on the call, then they shouldn’t attend and with a manual process you can deny their participation. It will also help to make sure that only employees are able to attend your conference and keep press or competitors off conferences with sensitive information.
Conference code security options. When using a registration page to boost security and check attendance, our recommendation is that you set up the conferences codes to fall under what’s called “one code at a time” so that the conference codes cannot be handed out to others to use. The first person to call into the conference will be the one that can use the code. While it’s not a perfect system of being able to validate who the person is when they join, it will help the conference from having lots of unexpected guests dialing in on one conference code.
These are just some things that can be done to increase security and hold participants accountable when it comes to attending mandatory meetings.