Knowing the exact conference call mistakes to avoid during a business meeting is important to achieve the overall objectives. On average, organizations spend 15% of their time on business meetings.
Businesses currently have improved team communication networks because of the development of new technology solutions. But what happens if this line of communication gets broken during the meeting hour?
To avoid making a lot of mistakes, good business conference call meetings require careful organization and practices. Such best practices include attention to the agenda, time management, proper call etiquette, and other factors.
In this article, we will go over what it takes to run a productive conference call and typical mistakes to avoid.
1. Lack of Communication and Reminders Before the Meeting
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Why are reminders important before the meeting, you might wonder?
Most people start meetings without reminding the attendees beforehand. Email reminders are a technique for the host to get feedback from attendees regarding the meeting and prevent late arrivals and time wastage.
For instance, some businesses that organize virtual meetings or even online webinars ensure to send reminders the day of the meeting or the day before. It encourages timeliness and makes it easier for the participants to fit the call into their calendars. While some people prefer text messaging, others prefer sending email reminders.
Attaching a calendar and alarm or creating a countdown to the meeting would increase the effectiveness of this strategy.
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How to Format a Conference Call Reminder Letter
The names of the participants and a brief explanation of the mail’s goal can come first. Next, include specific information about the planned meeting, such as its name/ID, date, time, and platform. Some individuals prefer to create a meeting agenda and attach it to the reminder. It makes the participant anticipate the meeting.
2. No Planned Agenda
The host is responsible for making an agenda for the meeting before it starts.
Many individuals create meetings without a strategy for the topics of discussion. It leads to poor time management and causes the attendees to disengage from the conference. While some individuals prefer to make an agenda before sending out reminders, others prefer to send reminders first.
How to Create an Effective and Practical Meeting Agenda?
First, the agenda has to contain a subject at the top identifying the meeting’s theme. When a meeting is limited to the company’s team members, you may choose to provide the attendees’ names.
The body of the agenda lists the topics up for discussion. This part of the agenda is sectioned based on the subject matter. Broad concepts are sectioned into sub-topics for easier comprehension. But you will be amazed to learn that some individuals make other mistakes despite the agenda and reminders.
Why is Setting an Agenda for Business Meetings Important?
The meeting agenda makes it easier for the meeting host and attendees to arrive prepared and participate during the call. It makes the dialogue to flow naturally. Did you also observe that the attendees might develop questions based on the agenda?
After the agenda and reminder emails, the participants can look for opportunities to participate by asking questions and making insightful comments about the subject.
3. Poor Time Management
Several things may go wrong with time management during the meeting. Arriving late for the meeting, having no agenda, having a bad network connection, and disregarding conference call etiquette like muting the phone during conversations are a few time waste factors.
Without a set agenda, it is easy for the meeting host to discuss random topics not related to the business needs. In addition, latecomers risk being confused about the meeting agenda and may call the host’s attention to topics previously covered.
Solutions to the Problem of Inadequate Time Management in Business Conference Calls?
The conference host and attendees must validate the quality of their network connection and data accessibility before the meeting. Aside from the data and network connection, the host must assess the conference call platform. It reduces unnecessary disruptions and delays throughout the meeting.
To ensure that the meeting stays within the allotted time, some people find it beneficial to run through the agenda before the meeting.
4. Multitasking During Meetings
To achieve more in less time, individuals nowadays make one of these common mistakes in their business conference calls. Multitasking on calls makes it challenging to focus during meetings and take notes on crucial discussions.
During a conference call, we may all experience the urge to browse Instagram or another social networking site, but here’s the outcome.
Due to a team member’s absent-mindedness in the call, the other active team members may feel insulted. During a conference call, the host multitasking causes the participants to lose focus as well, thereby ruining the atmosphere of the call. Although some conference call platforms allow multitasking during calls, these multitasking are aimed at improving the effectiveness of the calls. How so?
Most multitasking features allow the hosts and attendants to engage fully during the calls through the chatrooms and screen-sharing features.
Good phone meeting etiquette boosts participation and communication throughout the meeting and shows that you value the meeting.
5. Failure to Record the Conference Call
Imagine if a team member or client is unable to attend a meeting only to learn that the points can never be studied because there was no recording of the discussion. How does this sound to you?
It will sound like a beautiful song that was performed in a studio without the artist or music producer recording it.
Recordings are an excellent method to look back on and reference discussions from conference meetings. Participants in the meeting can get the call recording via email or text messages.
The host must inform the attendees before recording the call so that call etiquette like remaining muted and signaling the host before unmuting, will be obeyed.
Are you ready to fix these common mistakes and make your business conference call successful?
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Technological advancements have given businesses today innovative communication methods. But when they misuse them, it destroys the line of communication between the team and the clients.
Businesses should strive to schedule effective meeting agendas, send out reminders before meetings, keep track of the time, record every conference call, and avoid multitasking during meetings.
These guidelines help businesses to achieve successful conference calls and boost the company’s productivity. We hope you learned something from these do’s and don’ts of conference calling?