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In today’s world, it is not enough to just have a successful business plan; you also need to know how to effectively use your conference call to get more out of your meeting. The use of conference calls to get more from people is known as conferenceing. Conferenceing is using voice and text chat technology to connect with people over the telephone or video line-up. It’s essentially using audio and video recording technology for meetings so as not only to produce quality meetings but also for that one person on the other side of the table that you need to involve most in order for things to go well. Here are some tips on how to use a conference call effectively:
What to do if You don’t have a meeting at that time
It’s easy to feel overwhelmed when you’re called on to plan a meeting. In fact, it’s usually the first thing that comes to your mind when you’re being called to plan a meeting with someone new. In a perfect world, you’d have an appointment with that person that you’ve been waiting for your entire life. In a perfect world, you would have that meeting with zero delays or frustrations. Your perfect world is a world of endless possibilities where you never have to plan another meeting with that person. But that’s not the world we live in. The world we live in is full of unplanned delays, frustrations, and misunderstandings. Thankfully, there are ways to mitigate those inevitable problems so that you can get on with your meeting and make it as productive as possible.
Use Your Call To Get To Know Your Audience
If you don’t have a meeting with that person right away, it can be a great opportunity to learn more about them. You can try talking to them online or by phone, but in a real-time communications environment, you are only as good as the information you’re providing. So be sure to plan out your call accordingly. What time of the day suits you best for this? Do you need to be in the house for 10:00 a.m. or 5:00 p.m.? What time of the day suits your group best for this? You will only get so much information out of a call before you become overwhelmed or frustrated. So find out what works best for you and make a plan for how to use it.
Use Video and Printed Material
Have you ever wanted to share a project with a colleague but been wondering how to record it? Or maybe you’ve wanted to showcase a product or service to a client but been wondering how to set it up so that they can see it? Nowadays, you can create videos and photos from video and printed materials. You can use voice-over, photo-lover, and video-over-lady communication to create your content. You can even created a program to create your marketing materials and make you easy to access online.
Plan Ahead
If you’re going to a meeting with only a few people, you may not even want to bring a pen and paper along. You want to be able to write your report and discuss it with your colleagues while laughing together. But if you choose to bring a pen and paper along, you likely won’t be able to talk with your colleagues anymore. You may have to explain what you’re doing and why you’re doing it in person. In a real-time communications environment, you will have to respond to emails, check emails from across the table, and get interrupted while you are talking. Plan ahead and know where you’re going and what you’re talking about. This way, you’re less likely to forget and have to start all over again.
Ask for Feedback
When you’re working with people who you’ve known for years, you’re sure to get feedback. Whether it’s on how you’re doing in the meeting and what you should be doing differently, what needs to be improved on, or just general feedback on how you’re doing, you will get it. So whether you’re doing it one meeting or five or in a conference call, you are likely to receive feedback at some point. So, make it a point to ask for it. You will most likely be surprised how often people are willing to give you honest and objective feedback on what you’re doing and how you’re doing it.
Conclusion
You can never be too prepared for a meeting. You can never be too prepared to explain what you’re doing in that meeting and why you’re doing it. All you need to do is to plan ahead and be sure that you have the facts about what to say and how to say them in that meeting.
You can never be too prepared to explain what you’re doing in a meeting. You can never be too prepared to ask for feedback. And you can never be too prepared to take the initiative in that meeting. Using a meeting call, you can get more out of your meeting with no extra effort or minutes of your time. So, don’t just take the first meeting of the day and enjoy the ride. Don’t waste time getting to know your new colleague. Get to know your meeting with all the facts about what to say and how to say it and have a great time.
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