How Important Are Operators in Large Conference Calls?
15 August 2019,
Conducting large conference calls has been the go-to solution for employees or organizations situated in different geographical locations. This has been the most efficient and cost-effective means of communication under such circumstances.
Coordinating and managing a hundred or more participants for a conference call will need well-trained and experienced individuals to effectively carry out that responsibility.
Imagine doing everything by yourself. It would require a tremendous effort for you alone to prepare the agenda, the script, and the whole content all the while managing a number of participants on the line. In fact, a study in 2014 reported that more than 60 percent of conference call participants admitted to doing something else while on the call. Organizing a conference call is already hard enough – maintaining participant engagement makes it even harder when you have other things to worry about such as logistical and technical issues and the need to take notes. In this case, you can definitely opt for an operator-assisted conference call service for large groups.
Running conference calls with operator assistance provides better management with enhanced control and productivity. These operators will be in charge of organizing, monitoring, and facilitating the whole call, making sure everything will run in a professional and problem-free manner.
Depending on the service you are using, you can customize and personalize your conference calls in a way that will cater to your business needs.
What can operators do for your conference calls?
An operator’s task includes making reservations, sending invites, and creating a registration list. Real-time registration and attendance reporting are also made available daily, weekly, or post-event depending on the client’s preference.
Right before the call, operators can facilitate a pre-call sub-conference with hosts or speakers where the call flow and all the client requested features are reviewed.
They can also discuss logistics, name pronunciations, and other last-minute details. You can dial out or have the operator dial out for you too. Operators usually dial out for harder to reach participants or overseas attendees.
For added security, operators can help you add a unique passkey feature that allows you to give each participant a unique PIN. This eliminates the possibility of uninvited attendees.
Operators may use a standard script or a custom format from the client to formally introduce the hosts or speakers and a brief description of what the call is about.
Some services allow you to get a count of how many callers are on the line already at any given time before or during the call.
They closely monitor the call and assure the attendees that they can easily notify them should they encounter any technical issues.
There are services enabling a broadcast mode that automatically mutes participants as soon as they join the call.
Operators also moderate and facilitate the Q & A sessions where operators have the ability to unmute participants who have questions.
Operators will then conclude the call and thank the participants for joining.
Operators can also facilitate post-conference that allows presenters to debrief privately after the call.
With meeting summary services, participants wouldn’t need to worry about missing key points during the call because all the essential information is captured in the requested summary to be forwarded by the operator as soon as possible.
Operators record the call and send you a link where professional-grade call recordings are digitally stored and are available for download.
By request, operators can also send you a copy of the call transcript for reference and documentation purposes.
It is beneficial to your organization to seek the assistance of an operator when you’re planning a large-scale conference call. Experienced and trained operators ensure a professional and seamless flow of communication between all participants. They handle all the other tasks from pre-conference to post-conference so you can focus on more important tasks like preparing the agenda and content of your incoming conference call.