It’s not always your fault when you invite a good number of participants to your conferences and then don’t get many attendees. When people don’t want to join your conference calls it’s usually because they feel like it’s not worth their time to do so and there could be a couple of reasons for that. One of those reasons could be who you’re inviting to your conferences. Some attendees can cause distractions on your conferences and makes the people who need to join the conference find something else to do.
The next time you send out conference call invitations you should consider keeping these distractions off the list.
Sometimes, having the boss on a conference call can be more of a distraction than benefit. When the boss gets on the line, he or she may see the conference call as an opportunity to bring up topics that they feel are very important but do not have anything to do with the agenda for your meeting. The boss will seieze the opportunity of having everyone on the phone at the same time as a great moment to update on policy changes or ask questions. If you want to stick to your agenda or need to adhere to very specific time constraints, it might be better to email your boss the highlights of the conference call after it’s over.
When meetings happen there is a natural flow of conversation that seems to happen and it can happen at a quick pace. When someone is trying to jot down the information that is being discussed on the conference, they can easily miss something important or have to ask everyone to slow down so that they can get all of the information. When you have a conference call, be sure to take advantage of the recording option so that all of the information is stored, and there’s no need to invite the notetaker.
We all love our customers but many times they just need to be briefly updated on what’s going on. They don’t always need to be a part of your teams conference call. In fact, they may not want to be and just feel obligated to attend because you’ve invited them. It’s another good reason to record the conference call so you can provide it to the customer later, if they ask for it, or for you to use to keep track of what you’re working on for them.
The Traveling Person
Unless the person who is traveling is imperative to the success or failure of a conference call topic, they do not need to attend the meeting. Dealing with the traveling employee is another great opportunity to use recording your conference calls to your advantage. More than likely, they will be relieved that they don’t have to try to attend a conference call in the middle of an airport terminal, and you’ll be thankful that you don’t have to hear flight annoucements in the middle of your conference.
Having a conference is important to advancing your business and your plans with customers, especially when you’re scattered all over like a lot of employees are. Having the conference isn’t nearly as important as making sure it was worth everyone’s time to attend. The first thing to do when it comes to having better conference is trim the fat and only invite the people who absolutely need to attend.