OK, so the boss has asked you to organise a conference call, and you've nodded eagerly, massaging his or her ego by saying "what a great idea!". Now you've signed up for your free trial with 247meeting, you're wondering what could go wrong....
As a general rule, organising your first conference call is a breeze, but it's worth checking out these 10 most common mistakes that people make:
Not turning up
Hard to believe, but occasionally the conference call Host, who's organised everyone to be there doesn't turn up! Either they send out confusing instructions to their guests (like leaving out timezones, or not saying which day it's on), or they dial in 10 minutes after the appointed time and all their Guests have given up waiting on hold.
Not dialling in a Host
Most conference call systems require a Host to be present (a bit like having a dinner-party... it wouldn't make sense if the Host weren't there). When the Guests dial in, they'll be on hold music until the Host arrives.
Dialling into the wrong call
A bit like number 1 above, people do end up dialling into the wrong call, wrong account, wrong PIN code - just be clear in the instructions you send out about the time, timezone, dial-in number and PIN code.
Not knowing how to mute
You've organised your call and everyone's joined when you realise that one Guest is in a train station... the whole call is filled with platform announcements. The handiest command you'll need to know is self-mute (*6)
Hanging up before the Guests do
No big deal, but you might leave your Guests talking amongst themselves when you've hung up. Better to wait until you're sure you're the last on the call.
Taking another call while on your conference call
You see the second line flash on your deskphone, you're not doing much talking, it could be the boss wanting to give you a raise, so you take the second line. What you don't realise is that you're putting the first line on hold, and the whole conference is listening to 'Greensleeves' from your hold music.
Putting your line on hold
Same as number 6, only this time you're doing it on purpose. No forgiveness...
Rustling papers while on a speakerphone
It might be the all-important contract or just the New York Times, but if you're on a speakerphone rustling papers sounds much louder in the conference call than in your office
Typing while on a speakerphone
See number 8 above.... typing can sound more like a herd of stampeding cattle...
Holding your call while you're travelling
Risky - you're giving your presentation and going for the close when you suddenly realise your train is going into a tunnel.... how long will your Guests stay on without you? If you're dealing with new prospects, best to hold the conference call in the office.