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5 Common Problems with Conference Calls and How to Fix Them

5 Common Problems with Conference Calls and How to Fix Them

Conference calls are an awesome way to communicate with a larger group of your employees at the same time, and to ensure that everyone gets to voice their opinion.

Of course, learning how to make a conference call that goes off without a hitch can sometimes feel next to impossible.

In this post, we'll tell you how you can finally put an end to irritating conference call problems like static, limits on the number of callers you can include, and much more.

We can't wait to give you the call tips you need to make your meetings and conference calls actually feel productive again.

1. Scheduling Nightmares

You know firsthand how tough it can be to find a time for a meeting that works for everyone.

In fact, it's often what causes you to have to have several different, smaller meetings as opposed to one larger call-in.

That's not only a huge time-waster, it's not exactly great for company morale. After all, having to explain the same concept over and over again can get exhausting quickly.

The solution?

Look for a conferencing system that has its own scheduling software or features. Also, be on the lookout for a system that allows you to start a call instantly, should you find gaps in your teams' schedules!

2. Limits on the Number of Callers

You're a larger company, and you've somehow managed to find a time for a conference call that, miraculously, works for everyone.

You and your team have spent hours preparing for the upcoming call, and you're ready to impress the most important people in the room.

The only problem?

The phone system that you're currently working with puts a limit on the number of callers that you can include!

This isn't just incredibly frustrating, it's also a huge waste of your time and resources.

Plus, you'll then be forced to "prioritize" people, which sounds like an HR disaster in the making.

Instead, switch to a calling system that doesn't put a cap on the number of people that you can have on a call. Also, especially if you want a big part of your team to listen in to a presentation or announcement, look for a conferencing system with the presentation feature.

This will allow you to mute everyone else on the call with you, so that the most important announcement can be heard without any kind of interruption.

3. Static and Echo

It's one of the most irritating things that can happen on a conference call.

Everything is going well, your team members are sharing ideas, and upper management certainly seems impressed with the things that they're hearing.

You've followed all the important call tips when it comes to topics to cover and people to include, and you're feeling incredibly optimistic about next quarter.

Then, right when your boss is getting ready to make an important announcement?

You're interrupted by some serious static, so you can't hear anything that they're saying. Or worse still? The call ends up being dropped altogether.

And even if you all manage to stay on the line for the duration of the call?

That annoying echo can make it seriously tough to actually understand what everyone is saying.

You need to look for a solution that helps you know how to make conference calls that stay clear and static-free the entire time.

We recommend that you look for systems that offer HD audio and come with echo and static prevention.

4. Updating Those Who Missed the Call

No matter how hard you've tried to create the perfect schedule, inevitably, something will change at the last minute.

This often means that a few of your team members will end up missing the conference call. But if you want to understand how to make a conference call that still keeps everyone -- even those not in the room -- informed?

Before you cancel that upcoming call, see if your calling system will allow you to make recordings that you can them email to others.

First of all, this means that no one can claim they "never said" or "didn't hear" something that was brought up.

But mainly, it allows you to keep up communication with those team members who fell ill or had a sudden obligation with a client that forced them to miss the call.

5. Making Sure People Get a Word In

One of the most important things to keep in mind when you're trying to learn how to do a conference call the right way?

Making sure that everyone's voice is heard.

Especially if you know you have one person that likes to monopolize meetings, or if you're meeting with multiple departments at once, this can be tough.

But not allowing everyone to speak can render the call pointless, and can make employees and clients alike feel frustrated.

So, what's the solution here?

You need to look for a calling system that has a question and answer feature.

Those on the call can "buzz in" by hitting a button to indicate they have a question.

This is a subtle reminder to everyone on the call to keep things moving along.

Use These Call Tips to Improve Your Next Conference Call

From ending scheduling disasters to making sure your system allows you get everyone you need on the phone, we hope that you've found this list of conference call tips useful.

Remember that conference calls are meant to boost productivity, not to kill it.

So, the type of system that you choose, and the features it includes, is more important than ever.

Looking for a conference call plan and system that will help you to make every call count?

We've got you covered.

Check out our website to learn more about how we can ensure that your next conference call goes off without a hitch.


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