Conference calls are a great way to get together for a meeting, but with demanding and competitive schedules there are still many times when at least one individual will not be able to make it to a meeting. For some people there may simply be no time to fit in another meeting, and for others something may have come up that prevails them from attending as planned. Whatever the reason, it does not mean what was covered in the meeting was not important to them.
This is where the need to pass along the information from a meeting becomes important. And to do this, the meeting must be recorded in some way or another for later viewing by individuals unable to attend. There are a few solutions businesses can use to make sure everyone has the information they need, whether they were at the conference call meeting or not.
• Recording – One way to make sure individuals unable to attend meetings get accurate information, and one that is often preferred, is by recording your conference call meetings. This can be done one of two ways and which one you choose will have much to do with the conference calling service you use.
The first option for recording your conference meetings is to buy an inexpensive recorder you can access quickly and provides good sound. Another option is to go through a conferencing service that will do the recording for you. Whichever method you choose be sure you are getting quality recordings in the end.
• Transcription – Another way to record you conference call meetings is by employing a transcriptionist. You can choose to have a specific associate transcribe your meetings, or you can rotate the job between different associates. Either way, you will have a written copy of the entire meeting to pass along to other associates who may not have been there.
When choosing a transcriptionist, it is important to select someone who will be accurate in their recording. You may want to test out a few different individuals at smaller meetings in which everyone attends just to get an idea of the accuracy of a particular associate. This way when you have an important meeting, you know you have someone that will get the job done right.
• Note Taking – The last solution for recording conference call meetings may not be the ideal choice, but it is one that can be used at the last minute. Taking notes has long been a way to record important information from meetings, and it can be used to fill others in too.
You can designate one individual to take notes or enlist everyone who will give a more detailed account. Regardless of which way you do it, taking notes will help you to inform everyone who missed a meeting.
With conference calling you will likely be able to get more people together than without it, but things do happen from time to time. Knowing what to do when someone is going to miss a meeting will help you to keep your business associates more informed of important issues.