Ozlink Editor

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Why auto recording your conference call could be your saving grace.

Posted by Ozlink Editor

21-Apr-2016 16:37:30

reel-to-reel2.pngRecording a conference call is an excellent way to ensure conference participants have access to meeting content and comments made during a conference call, especially if they can't make it to the meeting.

Did you press record?

Of course, manually recording a conference call relies on the host remembering to initiate the recording via their telephone keypad. 

Let’s face it, with all the distractions that can occur at the beginning of any conference call, our intent to manually record our conference call may not be remembered until it's too late.

Cue embarrassment and frustration.

Why risk it? Automate it.

If you don't want to risk forgetting to record your conference calls, automatic call recording is an invaluable way to ensure that you and other meeting participants never miss a meeting again. In some situations it could be your saving grace. This way of recording a conference call removes the risk of human error and ensures that every meeting is recorded, securely stored and accessible to you and your authorised meeting participants to play back and download without you having to think about it.

Be free to focus on delivering your message.

Knowing you will have access to the recording of your conference call leaves you free to keep your meeting on track and concentrate on the discussion, rather than worrying about remembering key facts or having to ask someone to repeat themselves because you need to write things down. The meeting can run efficiently with minimal disruptions.

Automatic call recording means you will never again miss the opportunity to record the important information disclosed during a conference call and allows you to focus on delivering your message, engage with your audience and review discussion points, outcomes and action points (verbatim) post meeting. Imagine that!

Recording your conference calls allows you to:

  • Play back the call either by listening online or over the phone
  • Keep everybody in the loop if someone wasn't present for the call
  • Download the recording to your computer to save permanently
  • Create a link to replay the conference call online
  • Embed the recording onto any website by generating an HTML code 
  • Edit the file for use in company material such as slideshows or videos

You can learn about where your recordings are stored and how to access them here.

 

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Topics: Teleconferencing, Conferencing Services, DIY Audio Conferencing, Teleconferencing Tips

Small businesses love conference calls!

Posted by Ozlink Editor

19-Sep-2013 13:25:00

blonde_with_phoneSmall businesses are on the rise in Australia.  With the proliferation of home-based businesses, online entrepreneurs, and a focus back on trades, our lucky country is seeing a real resurgence in sole operators and businesses with only 2 or 3 employees.

Whilst it's great to eradicate the politics, the lengthy meetings and the chat-fest conferences of a large corporate (that's why you started your own business in the first place right?), a small business has it's own communication challenges. Working in isolation can be frustrating; there's noone to bounce ideas off or to give you the moral boost you need when making a big decision. "Am I making the right decision?" just falls on deaf ears... 

So how do small business owners garner support and build teams without putting them on the payroll? Conference call services are a great place to start. They provide a tool for disparate individuals to discuss ideas and challenges, test innovations and product updates and share war stories or successes with like-minded people.  A conference call becomes a great connector for a business owner with others in a similar situation without having to leave the comfort of their office.

Audio conferencing is also a great way to hold regular meetings with clients or suppliers who might not be located nearby.  Instead of an annual fly-in-fly-out trip, you can up the ante on your communication and feedback without spending much.  The participants will feel more loved but you won't be sacrificing too much time, which we know is a precious commodity for a small business owner.  

If you are in a service industry where you need to work in partnership with other businesses, conference calls can also be a great way to run project meetings. Your virtual team will benefit from the immediacy of a call (rather than a face to face meeting) and will thank you for not dragging them away from their work for too long! 

Conference calls are really easy to use too. Individuals call into the meeting using a dedicated phone number and a passcode; once everyone is connected the meeting can begin. A standard phone is the only piece of equipment required for conference-call meetings. 

Take a look at our comparison table to understand more about what Ozlink offers versus our competitors. We know you'll be pleased with our pricing and service.  

Show me how it works

 

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Topics: Teleconferencing, Conferencing Services

Mobile Phones and Conference Calls

Posted by Ozlink Editor

18-Sep-2013 11:30:00

mobile_phonesConference calls are a fantastic way to connect people from a variety of locations.  Project teams can collaborate, sales teams can regularly communicate, HR staff can converse with disparate employees, journalists and PR professionals conduct interviews and companies run investor relations meetings.

Whatever the reason for the conference call, many participants choose to connect via mobile phone due to their remote location or the necessity to be on the road.  Discussing sales campaigns, budgets and projects just got easier.

Or did it?

Whilst mobiles are convenient, they can cause some issues during conference calls.  Regardless of whether you are the host or a guest, here are a few things to consider before reaching for the mobile:

  1. Charge your battery well in advance of the conference
  2. Check the signal on your phone; if it is not strong, move to another place to find the best signal possible
  3. Bar incoming calls or put your mobile on silent before going into conference
  4. Use a headset rather than speakerphone to help eliminate background noise
  5. Consider who is paying for the conference and your mobile charges, particularly if it is an international conference call (they can be very expensive!)

It's important to adopt appropriate conference etiquette to ensure clear communication and collaboration.  If ignored, the use of mobile phones on conference calls can lead to a lot of distortion and disturbance for all participants.  

So before you dial via mobile, do a quick check of these things.

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Topics: Teleconferencing

Women favour conference calls

Posted by Ozlink Editor

18-Sep-2013 10:19:00

Whilst the gap between men’s and women’s working habits has closed in the last decade, there are still some differences in the way the genders operate. The shoulder pads and power suits of the 80s gave men a never-before-seen run for their money when it came to providing a powerful presence around the office, but in recent times women have adopted a more feminine approach to office dressing and attitude without losing credibility.  Add to the landscape the huge wave of ‘mummy businesses’ and female sole operators – largely courtesy of the internet – and the way women approach collaboration in the workplace has definitely changed.

A recent study (2012) of 2500 adults in North America conducted by online-meeting service provider TeamViewer and Harris Interactive showed that “women are more likely to see the benefits of attending meetings, virtually”. Whilst both men and women in the study obviously saw the pros of virtual meetings, the percentage of women respondents was notably higher across all metrics.

Here are the results:

women_in_meetings_graph

There are probably a range of reasons for this bias but I would hazard a guess it’s largely because many women (including those with full-time jobs outside the home) have family responsibilities which make online meetings more convenient than in-person meetings.  The flexibility afforded by teleconferences is a huge factor for working mothers, giving them the option of at-home meetings and conferences outside standard business hours without the necessity of travel.

For sole operators, of which there are many females in Australia, there is a huge advantage in building ‘virtual teams’ to collaborate on projects, share ideas and network. Often, the people in these teams are not centrally located, so the use of teleconference services is highly advantageous. Flying or driving all over the country is not economical nor an efficient use of time.

I would suggest another reason for the female bias towards conference calls may be because many women don’t particularly like travelling or staying in hotels on their own – often a requirement when invited to a physical conference.

Interestingly, Kate Lister, a telecommuting researcher and author (www.workshitfting.com), notes that - “the people who regularly work from home offer the greatest potential to reduce global warming, energy usage, and traffic congestion. They're also the ones who derive the most work-life benefits from telecommuting.”

Could working women be onto something then? I think so. The protection of the environment and the reduction of stress through better work-life balance are both huge factors for today’s working generation; the implication of not considering these issues will impact generations to come.

If you are interested in changing the way you work, reducing the impact on the environment, increasing efficiencies and saving costs, then contact us to find out how easy it is to get started.

 

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Topics: Teleconferencing

The value of recording your teleconference

Posted by Ozlink Editor

06-Sep-2013 10:18:00

Recording your conference is as easy as pressing a button (or two!) But did you ever wonder why you might do so?

Details details details.

Most of us are so busy these days juggling careers, families, study and social media accounts. We live in the 'knowledge era' which is great in many ways, but also can feel at times like we are being bombarded with new information from dawn until dusk. With estimates in the thousands, the number of marketing messages we apparently see each day are enough to clutter our busy minds. So how is it possible to remember every important detail of meetings and phone calls?

Increasingly, businesses are choosing to record their conferences so that they have a permanent record of their meetings and can leverage the details across their organisation.

1. Keep a common record

Forgetting an important detail of a meeting can mean lost time or a lost deal. When you have large groups of people involved in a teleconference, it is not uncommon for people to 'hear' things differently. Interpretations of material occur at the individual level which can be dangerous if there are important instructions communicated, or specific deals to be brokered.  

2. Maintain focus during the conference

Knowing that there will be a permanent record of the conference allows participants to listen more fully whilst on the call rather than worrying about frantically taking notes.  

3. Include missing people in the conference

If someone has been unable to join the conference, they can listen to the entire conversation at a later date rather than receive a second hand summary by an attendee. 

4. Utilise the information in various ways

If you would like to disseminate some of the information about the conference call to others in your organisation, you can choose to record only parts of the call and then make this available to non-attendees.   

All your teleconference recordings are automatically stored in a secure, online archive at Ozlink Conferencing. You can access them from the recordings portal at any time for up to 28 days after the recording takes place. Alternatively you can choose to download your recording so you can keep a permanent record.

Want more information on teleconferencing?  Have a look at our resources or read more of our blogs.

 

   View Resources                                                Take me to the blog

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Topics: Teleconferencing

Any ideas what a teleconference is?

Posted by Ozlink Editor

05-Sep-2013 11:47:00

Organising a physical conference for colleagues, suppliers or clients who are based in various locations can be hard work. Finding a mutually agereable place and time, managing transport and accommodation and then making best use of their time whilst they visit you is an expensive and time consuming venture. 

And yet people and businesses need to chat, share ideas and work on projects in teams. So what’s the solution for those businesses for which a physical conference is impractical? Teleconferencing!

What is a teleconference?

A teleconference is where three or more geographically separated people use an electronic service to communicate.  The people might be in the same city or they could be in different countries. The teleconference may be interactive, where all participants can speak freely, or it might be one-way such as a presentation or training program. Regardless of the size of your group, teleconferencing is the most cost effective way to bring them together in collaboration from anywhere in the world.

Teleconferencing may take one of three forms:

  1. Conference calls: A conference call is a phone call with more than two participants. It requires no special equipment – just a telephone. A speaker phone may be used if there is more than one person at a single site. If the call involves a small number of people the call is conducted like a normal meeting, except that the callers can't see each other. If the call involves a larger number of people, some controls will need to be used so the meeting doesn’t become chaotic. A quality conference provider will provide the host with meeting controls such as:
  • Mute-All (where participants will only be able to hear the call, not speak)
  • Participant Announcements (where each new participant’s name will be announced as they enter and leave the call)
  • Conference Call Lock (where you can lock the conference after a certain time so no  new people can enter). 

These controls help to ensure that meetings run without interruption, that sensitive information is guarded and that the appropriate people are on the call.

  1. Video conferences: A video conference is a live video connection between multiple people in separate locations. Video-conferencing allows participants to communicate by both seeing and hearing one another, connecting them as if they were in the same room.  Each participant or group of participants must have a computer and video screen, a camera, sound system and microphone.  Another requirement is a connection to the communications system being used – the internet, a satellite based system or a specialised communications technology.  Participants should be able to hear and see each other in real time and converse in a natural manner.   
  1. Web conferences: These can be similar to videoconferences in that groups of widely separated individuals can have audio and visual contact.  However they differ in that the video transmission takes place over high-speed Internet lines and requires some basic equipment and appropriate software.  A broadband internet connection is essential as dial-up is too slow to display the conference in ‘real time’.

There are two ways to conduct a web conference. The first is to rely on a computer for the video and data transmission, while the audio comes through speaker phone via a conference call.  The other is to use high-speed Internet lines for the audio transmission as well; VoIP technology (digitized telephone messages that are transmitted over the Internet) are used.

In both cases, web conferencing services allow the transmission of sound, pictures and files all at once so that participants can see and hear each other, as well as view documents and presentations. Some systems also allow for remote access to the presenter’s computer screen so users from different locations can amend and collaborate on the same document. These kinds of conferences can be accessed from anywhere as long as the user has a computer with a high speed connection and some simple peripherals such as a webcam and microphone.

There is a multitude of fancy equipment that can upgrade simple web conferences to large scale events: voice-activated cameras that automatically focus on whoever is speaking, document readers, built in projectors and multiple microphones. However, the bottom line is that a web conference should allow you to conduct a meeting and share the same information as you would in a face-to-face conference.

The amount of interaction that takes place during a teleconference depends on the format, the number of people involved and the purpose of the conference. A sales get-together, brainstorm or planning meeting would probably allow everyone to talk and listen in ways similar to an in-person session. However, a teleconference run for professional training or for important company announcements might only allow for one-way transmission of presentations with limited discussion options; often these types of teleconferences will have a question period at the end or the option for online chat.

The options are varied for different sized meetings depending on their purpose and level of security required.  If you have a special conferencing requirement, call us to discuss and we will tailor our services to suit.

 

 

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Topics: Teleconferencing

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