Conference Calls 101
by Penney Rudicil
OSSN Eastern Regional Manager
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Conference calls can be used for so many purposes:
1. Calls with independent or outside agents
2. Business and/or sales associates
3. Travel suppliers
4. OSSN chapter meetings
5. Cruise or tour nights
6. Client/ambassadors club meetings
Within our OSSN family, we have more than 60 dynamic chapter directors
who have so much to offer and so many great ideas to share. We hold
directors meetings during conferences, but trying to get everyone
together can be almost impossible. Therefore, we have started something
new for the Eastern Region: "directors only" conference calls,
which we're now planning to do on a monthly basis.
Our directors are also discussing using this often-forgotten technology
for hosting chapter meetings. Some of our chapters are so
spread out that it is difficult for our members to attend. Conference-call
technology will give the directors and their members a chance to
talk on a regular basis ... even inviting suppliers or speakers
from time to time. Attendance at meetings could double - or more!
Many host agencies are beginning to use this type of communication
for training with their independent contractors and outside agents.
What a wonderful opportunity it would be to invite your clients,
pied pipers, or group leaders to a conference call being hosted
by your agency -- offering them the most up-to-date information
regarding a cruise or tour company, with the cruise line's or operator's
district sales manager as your special guest. Imagine the reservations
calls you'd get the next day!!
Did you know there are services that provide this service free
of charge? It is so simple, too! Basically, you complete
the registration for the call, filling in the information regarding
when and where you want to host your call. Then, an email will be
sent to your invitees. (Just as you might send out a live meeting
invitation, you can make your conference call invitations just as
exciting and creative.) Your "guests" will call a centralized number
and enter an access code, and you are ready to begin!
Here are two Web sites you may want to visit: www.freeconferencecall.com
and www.freeconferenceservice.com.
Other companies may offer additional services, such as toll-free
numbers, MS PowerPoint presentations, or WebEx-style training.
Before your call, you should send an agenda to the participants
to that everyone who's been invited will know what the topic is,
how they can take part in the call, and how they can ask questions.
Now, here are several "conference call etiquette" reminders for
your guests:
* Be on time for the call.
* Mute your phone when you're not talking. (This cuts down
on background noise that can make it hard for other callers to hear
each other.)
* Never use your "hold" button if you have hold music, because
the music will then play over the entire conference.
* Always identify yourself when you ask a question or make a
statement. ("This is Penney from Tennessee.") That step insures
that everyone on the call will know who's talking.
* Participate -- and ask questions!
You may want to ask someone to take notes or record the call so
that you can summarize it to send to those that were unable to participate
(or to follow up items for future reference).
With conference calls, anyone can participant from anywhere! If
you are on the road, you can call in from your mobile phone, catch
a call while waiting for a flight, dial in from the comfort of your
living room recliner (or even from some exotic beach). (In that
case, I would just recommend not telling the other participants
where you are, as you might not be very popular!).
Simply put, meetings via conference call can be very practical!
With high gasoline prices and busy schedules, conference calls are
a popular method for providing information and content, without
having to leave your office or home.
In the ever-changing business world, we may have to substitute
a handshake and pat on the back for "Ring ring -- welcome to the
meeting!"
Now, start calling today! |
