Planning A Conference Call – Requirements

Conference calls are part of our daily activities

To enjoy the maximum benefits offered by a conference call, it is essential to prepare adequately and invest in equipment that guarantees clear calls at all times. Thankfully, there are different types of conference calling equipment available in a variety of stores, with the majority of them being sold at reasonable costs.

Productive Conference Call

For a conference call to be productive, you need to prepare adequately beforehand. Although there are different ways to prepare depending on the nature of the meeting, there are some things that you need to consider if the call is to be effective. Below are some of the best ways to prepare for a conference call.

A Meeting Format

Majority of meetings that take place over a conference call are similar to those held face to face. It is essential to have a structure or program for the meeting to ensure that everyone gets to air their views and the overall meeting is a success. If you are unsure of the best format, it is best to consult with the people that will be part of the meeting to find one the most suitable one.

Type Of Call

Conference calls are available in video plus audio format while others only offer audio communication. Audio conference calls are cheaper and less complicated to set up making them a favorite of many professionals. However, audio plus video conference calls are also becoming popular because they are more personal as they allow participants to read the body language of their colleagues. Also, meetings that involve presentations are a perfect fit for video conference calls.

A Hosting Service

Conference calls can be organized by an in house team or outsourced to a company that provides conference calling services. If you are planning a basic meeting that does not involve a lot of equipment, then you can prepare the in house team and execute a successful conference call. However, if you have multiple meetings running the entire day, you need effective conference facilitation planning and you might consider bringing a professional hosting service on board early enough to help set up and coordinate calls on your behalf.

Speakerphone

If your session is to be conducted strictly on audio communication, it is essential to have a high-quality speakerphone. Ensure that the speakerphone delivers clear calls and everyone at the meeting can hear the person speaking on the other side. When testing out the speakerphone, ensure that the voice quality is so good that one would think the person communicating is within the conference room.

Digital Visual Presenter

The use of visual aids is standard in most meetings making it a requirement to have a platform on which they will be projected. Digital presenters are becoming quite common at meetings as they use video technology to display documents, graphics, images, and graphs among others. In cases, where overhead projectors are available they can be used to achieve the same goal.

HD Video Cameras

High-quality videos have become part and parcel of meetings that involve conference calling to communicate with other participants. The cameras are used to capture the activities in the meeting and broadcast it to people on the other side of the world. It is vital to test the cameras and ensure they provide clear videos before buying them. Also, the cameras should be compatible with other devices in the conference room.