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Aug
21
2012
How to Better Manage Your Mandatory Meetings Maranda Gibson

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.

Aug
07
2012
Unwanted Conference Call Noise Maranda Gibson

Any type of noise on your conference call is a nuisance because it interrupts you and your customers trying to get business done. While conference call services do their best to try to design services that limit or remove static on your conference, there are some things that can cause conference feedback that you may not realize.

Check Your Equipment

Many times, feedback is caused by the phone or headset you might be using. Like a pair of headphones that are old and have lost connectivity in the wires, your phone cords and headset connections can do the same thing. If you hear feedback on your conference, start by listening to the conference on a handset and see if the feedback goes away. If it does, then you know that your headset should be replaced due to a short or some other problem in the equipment.

It Could Be Your Provider

Many of us don’t realize that the noise we hear on our phone line could be related to the company that provides your phone lines, like Qwest or AT&T. When your company is doing work on the phone lines or even having a technology issue miles away, those issues can affect the quality of your phone calls with or without being connected to a conference service.

While any phone service can have issues that may cause static on your line, we’ve found that one of the most common culprits of these issues is a VoIP service. We wrote a run down on some of the problems that you should consider when switching to VoIP and why it’s important to pick a VoIP provider that has a great reputation. If you’re using VoIP I would recommend that you go over and read that to ensure that you and your company have taken steps to choosing a VoIP provider with a lower instance of these occurrences.

Moderator Controls

If static is causing a problem in your conference call, use your live call screen feature to mute and unmute individual lines to see if the problem can be isolated. Don’t forget to test your own line just in case it’s your phone that is causing the noise. Once you identify the line you can keep it muted to prevent the noise from continuing to disrupt your conference call.

Bonus Tip:We recommend that if you will have more than five participants on a conference call that you go ahead and place the call into lecture mode to prevent static or background noises from interrupting your call.

Unwanted noises on a conference call are a nuisance and are incredibly frustrating when you’re trying to conduct business. If you’re in a situation where you can’t pause the conference to run through all of the troubleshooting steps, hop on chat with one of our operators (you can access it right from our website) and let us help you work through the problem.

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