Best Practices for Mobile Conference Calls

Submitted by: Ashley Speagle

With a touch of a screen or a few pushes on a keypad, workers can now join their colleagues in meetings from anywhere and any device, saving time and helping bring collaboration into the era of telework and flex work. However, mobile conference calls don’t come without their own unique frustrations.

No matter the device, a conference call should be treated just like any in-person meeting, but attendees often use mobile conference calls to multitask even more than those at a desk or PC. Beyond email and online shopping, mobile users are also driving, ordering lunch and waiting on flights.

The probability of dropped calls, noise and distractions increases when you’re dealing with road warriors, business travelers and other mobile users on the move. Plus, navigating a mobile device makes joining a meeting even more difficult, between switching applications and minding your surroundings.

Despite all of these challenges, more users choose mobile conference calls every year instead of using a landline, and meeting hosts need to prepare for the amplified risks of mobile conference calls.

Your cutting-edge, mobile conference call doesn’t have to turn into a frustrating, antiquated experience for attendees. A set of best practices for mobile conference calls will save the day and help mold your BYOD-happy company into an effective mobile workforce.

Sharpen your hosting skills for mobile conference calls:

-Make it easy to join. Dial-in numbers and passcodes already pain users on a laptop or PC, but think about how much harder it is to find this information on a smartphone. To simplify the process, mobile dialers need a pop-up notification by calendar invite. For global workers, offer international toll-free access so it’s easier to join without long-distance charges.

-Make it easy to rejoin. Attendees on the move have a higher probability of disconnecting and won’t want to rejoin your meeting by entering another maze of access information. Consider an audio conferencing app or smart calendar app that can provide users with contacts and easier meeting access. Instead of navigating between emails and memorizing call numbers, an app can provide one-touch joining.

-Make it easy to hear. Encourage mobile users to go hands-free with a headset for conference calls. Not only does this improve sound quality but also makes it safer for those on the move. Also, unless your mobile guests are on Wi-Fi, discourage soft phones, which can have less reliable service and quality in weak coverage areas.

-Make it easy to digest. Distractions plague mobile conference calls, and the absence of visuals can create difficulty for listeners following the conversation. Mobile attendees need to be able to cut through the clutter and digest your information, so limit your meeting to one main objective, shorten everything, emphasize key takeaways and review action steps.

-Make it easy to engage. Many mobile users will be on the go, so you’re more likely to lose engagement. Here, an email or app where you can share an agenda beforehand will help you stay on schedule so you don’t lose them (or put them to sleep).

-Make it easy to succeed. To improve mobile collaboration, create and share best practices and mobile etiquette with your team. You can integrate these guidelines with your company’s BYOD policy, send a brief reminder before meetings or host an employee webinar on mobile conference call best practices.

To execute these best practices, shop for audio conferencing solutions that offer multiple access points, a visual interface, easy dialing out for the host and simple entry for participants. With BYOD on the rise, such capabilities will practically be required.

GlobalMeet® Audio offers the industry’s best mobile apps on the App Store on iTunes, Google Play and BlackBerry World. Users will find GlobalMeet Audio’s smart features right from their mobile device, including roll call, sub-conferencing breakout sessions, recording, mute and volume control and the active talker feature.

Learn why modern audio conferencing complexity, including increased mobile conference calls, requires evolved solutions to have successful meetings. Download our white paper on The Evolution of Audio Conferencing today.