Overcoming Challenges in Audio Conferencing

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Audio conferencing is a technology that has been in use for years as organizations have found that getting a number of key individuals on the phone is easier than gathering these same individuals in one location for a physical meeting.

While this technology has advanced to exceptional levels today, there are still inherent challenges that can exist with audio conferencing. The good news is these challenges can be overcome to ensure your audio conferencing experience is a positive one.

Voice Quality

Depending on the type of communication channel you choose for your audio conference, voice quality can be an issue. Standard phone lines have traditionally been the main source of audio conferencing and generally provide solid quality. Some participants, however, may be relying on a cell phone or a VoIP connection to participate in the call. Voice quality is not always guaranteed on such connections and can degrade the quality of the call for other participants.

One of the most effective ways to control the quality of the audio conference is to keep participants in a listen-only mode while the presenter is sharing information. This not only allows for a cleaner voice line, it also ensures background noise from one participant’s location does not interfere with the experience of others. When it is time to allow for interaction, use a raising hands-type of selection process to keep interaction controlled and organized.

Organization

Simply planning an audio conference is not enough to ensure the conference delivers any value to those participating. To help develop an effective audio conference, determine a purpose for the call, an agenda to drive the information and a mediator who will manage communications between the presenter and the participants. Such organization of the call helps to keep it moving forward and eliminates wasteful banter.

Proper organization of the audio conference includes sharing the agenda with participants ahead of time. In addition, provide such information as to the number of participants, the anticipated call length, the amount of time allowed for interactions and questions and whether or not the participants need to be in front of a computer to participate in any visual sharing during the call. By doing these things ahead of time, the call will stay on track and its purpose achieved.

Communication Forms

Remember to keep in mind that audio conferencing is a less personal form of communication as it does not allow for face-to-face collaboration. This loss of a visual does not allow participants to capture non-verbal communication, which can be essential in effective communication. As a result, be sure the purpose of the meeting is one that can support an impersonal approach.

Overall, audio conferencing is an effective communication tool – when used correctly. Like any technology platform, it does have inherent challenges that can be easily overcome when you pay attention to the details.