How to Run Seamless Conference Calls in an Open Concept Office

holding conference calls in an open plan office can be challenging

Tips for Conference Calling in an Open Floor Plan Office

Though intended to facilitate communication, open concept offices can sometimes feel like they do anything but that for people who hold conference calls in them. In today’s blog, we’ll be offering some tips for more effectively holding conference calls and improving productivity in offices that feature open floor plans.

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How Technology Helps Non-Profits Have a Larger Impact & Do More Good

woman making conference call / phone conferencing

Why Conference Call Technology is a Boon to Non-Profit Outreach and Communication

Whether their mission is to spread awareness of social issues, help disadvantaged members of their communities, or change public policy, nonprofits are committed to their cause. To be effective, nonprofits must rely on their ability to communicate with people both inside and outside their organization for a variety of purposes. These include fundraising efforts, public outreach, volunteer events, and many others. Thanks to free conference call services, social media, and other platforms, it has never been easier (or less expensive) for non-profit staff to get their message across. Here are some of the ways conference call technology is helping them do it:

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Why Meetings May Be Ineffective – And How To Fix Them

We as a population have undertaken many studies lately, in the efforts to find out why meetings work – or don’t.

Often, we’ve been labeling them an inefficient tradition; usually seen as a waste of time (unless people actually came prepared) and it’s safe to assume we have all come to at least one meeting unprepared. So what gives? Why are meetings so hard to care about? Why are they so difficult to manage? Why do we keep having them?

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Stop Overlooking, End Overbooking – with AI Video Conferencing Solutions

A Growing Market

Many businesses have incorporated elements of artificial intelligence, both to stay on top of current trends and to facilitate their day-to-day operations. If you’ve ever had a conversation with an automated reply service online, you’ve interacted with artificial intelligence. These developments have provided a myriad of benefits to those using them. Here’s a few avenues that you may have been overlooking.

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4 Bad Conference Call Habits to Kick Before the New Year

Bad conference call habits can make a conference less pleasant and less productive

Conference call etiquette: While the unwritten rules of conference calling are certainly not hard to follow, there are a few bad conference call habits to be aware of that can drive your fellow callers nuts (whether they tell you or not). While some of these conference calling no-no’s may seem like common sense (like calling in late to a conference), you might be surprised at how often some of these bad habits can detract from the overall experience of a conference call for all involved. With the new year just around the corner, we thought we’d share some of our top bad conference call habits.… Read more →

The Top 6 Benefits of Free Conference Calling

Nobody likes to spend time and money travelling for meetings anymore. Keep to your busy schedule and save money by using a free conferencing call solutions to communicate with your colleagues quickly and effectively.

  1. Free Conference calls let everyone speak directly to each other with clarity.

Emails composed of text often fail to convey the nuance of a situation and entirely lose the speaker’s desired tone of voice.

Free Conference calls often follow developments that require a quick response, although a burst email titled “URGENT” carries a degree of anger at a glance. Leaders can convey exactly what they require from every individual and set the mood for the rest of the company.

  1. Free Conference calls introduce all of the players involved.

This goes a long way toward establishing lateral communication and cooperative efforts between separate departments or divisions in a company that would otherwise operate alone.

Everybody knows the responsibilities expected of themselves and others. Unwillingness to work with others can be nipped in the bud at the outset and clear action plans can be established. Nobody needs to play a game of telephone with a dozen other people to get basic things done.

  1. Never follow chain emails again.

Chain emails take more time to figure out than participating in a free conference call, and they are just plain annoying. You’ve barely had enough time to catch up before a new reply has changed the game, or people respond on their own time without getting to the heart of the matter. Free Conference calls put everyone on the same page at the same time.

  1. Free Conference calls offer speed and convenience.

You don’t need to wait in a boardroom for half an hour to wait for one or two latecomers, and you can still do other work while you wait if you really need to wait on a conference call.

You can work on your projects from the comfort of your desk or even your home until everyone is ready to go. Conference calls also let people participate on very short notice, striking the right balance between speed and formality.

Similarly, people can dial into a conference call from anywhere while doing just about anything. You can participate from home, work, the gym, while out on a walk, or even while driving if you have a headset for your car. Conference calls don’t require you to be in a specific place at a specific time. Everyone has a cell phone, tablet, computer, or even a good old-fashioned telephone in the vicinity at all times.

  1. Free Conference calls eliminate the physical distance between voices.

Eliminating travel fare counts as an obvious advantage, yes, but all participants can be heard in a conference call. Nobody in particular has been relegated to the far end of the meeting room and nobody needs to raise their voices just to be heard. Conference calls place everyone at an equal distance from the head of the table.

  1. Free Conference calls don’t get lost in the shuffle.

Emails can be ignored, but calls cannot. Conference calls require the participant’s vocal and aural presence. Leaders and employees at every level can be held accountable, and everyone can be forced to acknowledge the issue at hand. The responsibility to deliver results to a business leader and colleagues adds a level of peer pressure that puts tardy people in line with the rest of the group.

There you have it; conference call solutions solve multiple problems in one stroke. Calls Don’t get lost in the shuffle, they give a voice to everyone, they’re convenient, and they eliminate confusion. Save time and money with free conference calling for your next meeting and get back to your busy day with time to spare.

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How to Reschedule a Meeting

Making Last-Minute Changes to Your Meeting is a Breeze with FreeConference

Whether you need to reschedule a meeting, invite more participants, or cancel a scheduled conference call, you can do it all quickly and easily from your FreeConference account.

Reminder: Your Conference Line is Available 24/7

Did you know that you and your callers can use your conference dial-in information to hold a conference call anytime? Scheduling your conference call or sending invitations through our system is not necessary as your conference line is available 24/7. Simply provide callers with your conference dial-in number, access code, and the time you wish for them to call! If you would like to send out a formal conference meeting invitation or edit your scheduled conference details, you can do easily do so using the instructions below:

Cancel / Reschedule a Meeting or Invite Participants

To make any type of changes to an upcoming scheduled meeting:

  1. Log in to your FreeConference account at https://hello.freeconference.com/login
  2. Click on the ‘Upcoming’ tab at the right-hand side of the ‘Start a Conference’ page.
  3. Find the upcoming conference you would like to edit and click ‘edit’ to change details or click ‘cancel’ to cancel your conference.
  4. Follow the instructions below for adding participants or rescheduling a meeting.

Change Conference Time (Reschedule a Meeting)

After finding the conference you would like to reschedule in the ‘upcoming’ section and clicking ‘edit’:

  1. Find the date and time fields on the first pop-up window that appears and select the new time and date you would like to reschedule your conference for.
  2. If not changing any other details, click through the subsequent fields the ‘Next’ button in the lower right-hand corner until you reach the ‘Summary’ section.
  3. Confirm the details of your rescheduled conference and click ‘Schedule’
  4. You have successfully rescheduled your meeting.

All participants listed on the invite list will receive an email notification informing them of the new conference time.

Send Additional Invitations

To send additional automated invitations through FreeConference:

  1. Find the upcoming conference and click the ‘edit’ button as described above.
  2. If not changing the time of the conference, click the ‘next’ button in the lower right-hand corner of the initial pop-up field that appears.
  3. On the second window under ‘Participants’, find the email address of the participant you would like to add if he/she is already listed in your address book or start typing the email address in the ‘To:’ field.
  4. Click the green ‘Add’ button to add new participant to invitation list.
  5. Click through subsequent screens using the ‘Next’ button in the lower right.
  6. At the ‘Summary’ screen, click ‘Schedule’

Once you have hit ‘Schedule’, the new participant(s) will receive an automated email invitation for your conference. Existing participants will not receive a second invitation unless other details have changed such as the subject, date, or time.
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For more information on making changes to a scheduled conference, you can also refer to our support article How Do I Edit my Scheduled Call?

It’s that easy!

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