How to avoid disturbances in a conference call

280116d.jpgThe business world is fast-moving, and while this is positive for improving cashflow and other financial metrics, it doesn't always produce the easiest environment for conducting teleconferences.

Imagine this situation: your senior management team is holding an important conference call with clients located overseas. The call is progressing well and there is a chance to close the deal. Then, noise from traffic outside interrupts the discussion, a dog starts barking, or the chatter from the office gets a bit noisy. Not only is this embarrassing for your team, it can tarnish the entire teleconference and may prevent you from finishing the call in the best manner.

In fact, you might have to put the teleconference on hold, postpone the call or even respond to angry clients. This highlights the importance of avoiding background noise at all costs. While the solution might seem simple, there are a number of tips and tricks to ensure your next teleconference goes off without a hitch. Here are four examples:

1) Avoid mobile phones

While it is possible to conduct a successful teleconference with a smartphone, mobile reception isn't the greatest across various parts of Australia. In regional and rural locations, calls can drop in and out at will, which can cause unnecessary stress and hassle for those looking to undertake conference calls.

As such, businesses should use landlines for reliability purposes. Almost all enterprises have this form of technology on hand, and given the widespread coverage of the reception, there should be no problems with calls dropping off in the middle of an important meeting.

2) Remove distractions and noise sources

In the office environment, there are myriad distractions and noises that can disrupt your teleconference, such as ringing phones, office conversations, road noise or your own laptop.

While this seems an obvious solution, business leaders need to take advantage of meeting rooms or enclosed cubicles isolated from all the distractions in the office environment. Perhaps the location is too noisy even for this solution - so why not consider getting serious with your conference calls?

Across the world, more and more businesses are investing in soundproofing and noise control. According to Soundproofing, offices can be fitted with doors, walls and even windows that are designed to block outside noise. Usually made from thick fibreboard or other similar material, it is an investment in the future.

While the outlay for soundproof meeting rooms might be significant, it might pay to consider these alternative solutions to create a quiet environment for your team.

3) Take your notes online

We are heading towards a paperless society, but this certainly doesn't mean that everyone is using tablets and laptops to make presentations and notes. However, a consequence of this is that sounds such as paper shuffling or pens scribbling may distract the audience. Fortunately, there are several solutions that are well worth considering in this situation.

Firstly, the answer may lie with a web conference. If the audience is small enough, sharing your presentation visually through this medium can ensure that you go completely paperless and avoid all that shuffling. The clients can also see every piece of information, making sure that each point you wanted to cover is addressed during the online meeting.

If you would like to retain the teleconference approach, then recording the conference call is a great idea. With a simple touch of a button, the entire call is recorded, negating the need to quickly take down notes and miss out on valuable information. Eureka Conferencing can assist with both these avenues, and the team is more than willing to help you develop the best solution.

4) Consider out-of-office times

As discussed in a previous article, one of the main reasons why many businesses adopt teleconferences is due to the massive distance between themselves and their clients or customers. While travel time could be a problem, could the time difference be used to your advantage?

During the middle of the business day, noise in the office is at maximum levels. However, if you conduct a teleconference very early in the morning or at night, the environment could be completely silent and conducive to a positive conference call. Depending on where your clients are located around the world, this might also tie in well to their business day and make working with your enterprise a more viable option.

Client relationships are vital to manage properly so if you can appeal to their requirements, your business is already one step ahead of the competition.

If you wish to learn more about conducting teleconferences, web conferences or our recording capabilities, feel free to talk to our expert team today.

Topics: Teleconferencing, Teleconferencing Tips, DIY Audio Conferencing

Last updated on January 29, 2016 09:30

Eureka Editor

Written by Eureka Editor