male businessman on a conference call in front of his laptop with webcam

Have you ever attended a conference call and ended up being confused the whole call because half of the time you couldn’t even understand the speaker? 

It’s terrible but definitely workable. 

Conferencing calling is now part of an organization’s daily operations and may not seem like it’s something worth thinking much about, but because of the many benefits it carries for your business and your workforce, you simply can’t overlook the preparation needed for hosting a call. 

Remember that poor audio quality can be associated with lack of professional competence or credibility. Being able to clearly hear and understand what your colleagues are saying is imperative for collaboration and productivity to prevail.

Now to guarantee that your conference call will run as smoothly as possible without any technical glitches, be aware of these commonly encountered issues and learn how you can work around them:

Security

This is perhaps one of the most important conference call features and also among the most overlooked one. This is because conference calls are being done on a daily basis that most participants think it doesn’t pose a huge threat anymore. But really, if a call’s security has been compromised, critical data may fall into the wrong hands. Conference calls often include the discussion of confidential and sensitive information and as such, crucial company details may be at risk which can affect operations. Worse, it can also result in loss of revenue. This is why it’s important to make sure that your conference calls are secure.  

Solution

Make sure that your service provider has security features such as unique passkeys wherein it allows you to give each participant a unique PIN. What this does is it eliminates the possibility of uninvited participants. Another means of checking who’s on the call is through a name announcement and conference roll call feature where participants are instructed to record their names even before entering the call. Name recordings are being stored for an optional roll call playback. Through this feature, you would know exactly who’s on the call at any given time. The roll call playback can be set in such a way that everyone in the conference call can hear it or only among the hosts. 

Poor call quality

This involves background noise, echoing, volume control issues. These are common difficulties participants encounter every time they attend conference calls. These can muffle important points a speaker is trying to discuss, distract and frustrate listeners, and basically interfere with their ability to follow the conversation. 

Solution

Make sure that before anything else, you or the host is situated in a quiet environment. Aside from that, you have to remind participants to put themselves on mute if they’re not talking. This way, you can avoid hearing background noises. Call echo, on the other hand, can be avoided by asking your participants to connect through their headsets and disable their microphones and internal speakers.  Other possible call issues should be dealt with ahead of time through tech and sound checks. Collaborate closely with the tech team on this one. Try to dial in from different phone numbers and check if the sound is fine from several lines.   

Mismanagement of presentation materials

Most conference calls would refer to slideshows and presentations to back their discussion points. Wrong dissemination and a faulty platform may cause disinterest on the part of the conference call attendee. 

Solution:

Remember to send out relevant materials ahead of time so your participants have a material that they can refer to during the call. You can also use an online collaboration tool preferably from the same service provider so you wouldn’t need to reach out to several point people. 

Keep these reminders in check to avoid encountering conference call blunders and be on your way to conducting a successful conference call!

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