We’ve all been there: your team is on an important conference call with a client, when all of a sudden the phone chimes and someone from your office interrupts asking for “Chris.”
“Uh… I think you have the wrong call,” you stammer, hoping the interruption didn’t considerably disrupt the flow of your conversation.
But the truth is, this type of hiccup can take all of the steam out of a conversation—and many times it can create the impression of unprofessionalism. The board room or a conference call is not a place where you want to get in the habit of making mistakes. When your team gathers for a conference call, it needs to know what it’s doing to prevent costly errors.
Yet these 20th century problems can easily be alleviated by using today’s web conferencing services. Here are some features that internet-based conferencing from your desktop or mobile phone can afford you:
1. Lock your Call for Added Security
To prevent a problem such as an unwanted guest interrupting an important meeting, today’s web conferencing services come equipped with the ability to lock a session once all meeting attendees are present so that nobody else can enter—even with a password. This prevents interruptions and can keep third parties from listening in on important executive conversations.
2. Control the Participants
It can be incredibly frustrating at the beginning of a call when everyone goes “around the room” to introduce themselves and you are left wondering whether that third speaker is Sara or Tara. Fortunately, with web conferencing, you are able to see who is in each conference, even before joining the call. Moreover, you can figure out if the CEO is actually on the call, allowing you to change the direction of your presentation on the spot.
3. Avoid Dialing Altogether
One of the worst mistakes you can make on a conference call is to dial into the wrong conference—or get so tripped up with entering the access number and passcodes that you end up late to the meeting. By using a web conferencing solution, you and your guests can simply click a link that is sent in the invite and the meeting will call out to you, meaning you can say goodbye to manual dial-ins.
4. No More Muting Problems
Sometimes a person on a conference call will ask a question, and his or her response will be followed immediately by silence. That’s because the person answering is continuing to rant on, not realizing that he or she has muted the line. This problem can be traditionally attributed to the lack of visibility as to who is on mute during a call. Today’s web-based tools, however, provide the ability to see not only who is speaking, but who is on mute.
5. Create Dynamic Sub-groups in Real Time
Suppose you are in the middle of a large conference call, and you want to engage in a private conversation with a key executive—but you do not want to leave the meeting altogether. Strategizing and brainstorming can take place during a meeting by entering into a sub-group apart from the main conference. This type of private communication can be established either through text message or voice command.
Do you engage in web conferencing? Tell us about the benefits that you have discovered in the comments section below.