How to organize conference calls via WhatsApp - briefly?
To organize a conference call via WhatsApp, first create a group with all the participants. During the call, ensure that each participant has their microphone muted to minimize background noise and distractions.
How to organize conference calls via WhatsApp - in detail?
Organizing a conference call via WhatsApp can be a convenient and cost-effective solution, especially for small teams or informal meetings. Here is a detailed guide on how to set up and manage a successful conference call using WhatsApp:
- Create a Group: The first step is to create a WhatsApp group that will serve as the platform for your conference call. To do this, open WhatsApp, go to the "Chats" tab, tap on the three dots in the top right corner, select "New Group," and add the participants you want to include in the call.
- Add Participants: Invite all the people who need to be part of the conference call by adding them to the group. You can do this manually or by sharing a link that allows participants to join the group.
- Set Up Notifications: Ensure that everyone in the group has their notifications turned on for the WhatsApp group. This will help keep everyone informed and engaged during the call.
- Establish Ground Rules: Before starting the conference call, it's essential to establish some ground rules to ensure smooth communication. This can include asking participants to mute their microphones when not speaking, using a specific format for messages (e.g., "Speaker: Message"), and setting a clear agenda for the call.
- Start the Call: To begin the conference call, one person should start by sending a message that signals the beginning of the call. This can be something simple like "Let's start our conference call now." From there, participants can take turns sharing their thoughts or updates.
- Manage the Conversation: During the call, it’s crucial to manage the conversation effectively. Encourage participants to use clear and concise language. If the discussion gets off-topic, gently steer it back to the agenda. To avoid confusion, ask participants to indicate when they are finished speaking so others know it's their turn.
- Use Multimedia: WhatsApp supports various types of multimedia content, including images, videos, and documents. Encourage participants to share relevant files or visuals that can enhance the discussion. This can make the conference call more interactive and engaging.
- Take Notes: Designate someone in the group to take notes during the call. This ensures that important points and decisions are recorded for future reference. The notes can be shared with the group after the call.
- Follow Up: After the conference call, send a summary of the key points discussed and any action items assigned to specific participants. This helps ensure accountability and keeps everyone on the same page.
- Review and Improve: Reflect on how the conference call went and identify areas for improvement. Gather feedback from participants and use it to refine your approach for future calls.
By following these steps, you can effectively organize and manage a conference call via WhatsApp, ensuring that your team stays connected and productive regardless of location.