The Real Problem with Audio Conferencing Might Be You

audio conferencing problemsWe all know audio conferencing can be filled with problems. Check out the video below and you’ll remember every bad audio conference you’ve ever attended. In an ideal world, we’d all meet face to face. But that’s just not possible.

Sometimes audio conferencing is necessary. If you aren’t taking advantage of current technological features and best practices, you are your own worst enemy. We hope this article will help you break down many of the barriers commonly found on a teleconference.

On a conference call, like the one depicted in this spoof, we can easily see how some meeting technologies can create communication barriers. The various barriers blocking communication are pretty obvious – the inability to see who’s talking, unknown attendees, dropped calls, attendees playing computer games, mutli-tasking, people getting locked out of the meetings, echoes, talking on mute, issues with screen sharing, dogs barking, ambient noise, bored attendees hanging up, etc. If the cast of “A Conference Call in Real Life” really was in real life and not on a call, most of these barriers wouldn’t exist.

But we can’t always meet face-to-face. Audio conferencing is necessary in today’s business climate and if you have the skills and tools to conduct productive conference calls, they can help you achieve your goals and advance your own career. With all the advancements in meeting technology, common audio conferencing problems shouldn’t be common. Give yourself a fighting chance by using technologies that help you break down communication barriers. It’s 2014, there is no need for us to be frustrated with the same problems audio conferencing had in the 1980s!

Basic requirements to ensure a productive audio conference:

A meeting objective.

This is on you. Every meeting should have a clear and measurable objective. Otherwise, you’re just wasting everyone’s time.

A well thought out agenda.

In addition to your meeting’s objective, you need a plan on how you will meet that objective – your agenda. Without it, your meeting will quickly go off course.

Easy, one touch access.

1-800 numbers, long access codes and pin numbers should be banned! There are so many services that offer easy, one touch access. Issues getting into the meeting room don’t have to exist.

Mobile compatibility.

Many meeting services are living in the dark ages. They still don’t play well with mobile! According to 2013 data from Pew Research, 34% of cell phone owners are “mobile only”. They don’t even use landlines. If you want to break down the mobile barrier for your attendees, it’s pretty easy to find a meeting technology provider that works well with mobile.

Simple, mobile friendly host controls.

Speaking of mobile compatibility, the host shouldn’t be desk bound either. Simple, mobile friendly host controls enable the host to run an effective meeting from anywhere.

An understanding of who’s on the call, who’s not on the call, and who’s talking.

Everyone on the conference call should know who is in the room and have an understanding of who is talking. This eliminates awkward, time wasting questions like, “Who said that?” as well as the need for a roll call.

The ability to identity where excess noise is coming from and control it.

Yes, the technology is out there to mute the jerk who decided to have a side meeting in his office without muting the phone or the guy breathing like Darth Vader into his headset. Barking dogs and loud cappuccino machines become a non-issue when you have a good meeting technology provider that gives you control over your meeting.

The ability to dial out and have guests join your meeting.

Someone didn’t show up for your meeting? You should be able to dial them into the meeting easily. A question arises that only Jim in IT can answer? Don’t put a pin in it and revisit it next time. Call Jim, ask the question, get his feedback and knock that item off the list. It’s that easy! And it’s that possible!

Easy visual sharing capabilities.

Audio conferencing isn’t usually known for visual components, but sometimes the ability to easily change an audio conference into a web conference can really help you achieve your meeting’s objectives. Since most people are visual learners, the best audio conference providers also provide an easy way to share visuals.

These are basic features you should be using in every meeting you host. If your current voice conferencing provider has these features, start using them! If they don’t, get a new provider. Make your audio conferencing look and feel more like “in real life” conferencing, limit barriers and reduce the time needed to meet your meeting’s objective. Teamings can help you find one that not only has the basic features, but extra features that can better help you meet your objectives Click here to request more information.

What are some of your favorite audio conferencing features? Comment below.

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