The Benefits of Conference Calling For Attorneys and Law Firms

Simply put, conference calling can be the most affordable way to have many people on the same phone call. The method is simple, the costs are minimal. Any law firm without conference calling is simply not taking full advantage of the products available to them.


In the busy world in which you work, you simply need to have every tool that can benefit you. That includes conference calling. Why is it so important? For one thing, it allows you so much more time to do the things you need to do. And, it allows you to work with your clients no matter where they are, no matter where you partners are. There are few products that work as well as conference calling for attorneys. Here, we will list some of those reasons. We’ll talk about just why you need to use conference calling in your law firm, and what you have been missing without using it.

First of all, let’s make sure you know just what the conference call system is. This system allows you, the lawyer, to converse with several people around the world. It puts you in the position to multitask and to record conversations with clients. These things are quite important in the attorney’s world. Here are some of the benefits to purchasing and using a conference calling system:

Think about time. How much time do you waste calling one person only to have to call and tell three other people what that first person said? While the message may be as simple as, “the client is ready to go,” it will take you several minutes worth of greetings, more time conversing about the weather…by the time you get to the actual point of the call, you’ve wasted valuable time. In a conference calling atmosphere, everything is done right there. You can plug into it as many people as you would like to, depending on the amount of pre scheduled spaces. Everything gets done, right there, without any additional calls needing to be made.

Time is money. Another reason to use conference calling in your law firm is that it will save you money! First, we can say that it saves you time which can then be turned into profits. By freeing up more time, you are able to get to more clients faster. You simply get more work done. And, it saves you on long distance as well. Since these phone calls can be recorded, it saves you valuable money by eliminating the need for someone to take dictation.

Use it to help you obtain deposition. Can you think of an easier way to get the information that you need without having to arrange to fly people in, to deal with their schedules, and to find time within your schedule? Really, this is the ideal situation!

You can assign account codes to the actual conference calls for billing purposes. This means that you can easily track the amount of time spent with each client, and bill them accordingly.

Simply put, conference calling can be the most affordable way to have many people on the same phone call. The method is simple, the costs are minimal. Any law firm without conference calling is simply not taking full advantage of the products available to them.

Consider conference calling in your law firm and reap the benefits!

By Tom Parker

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The Benefits of Audio Conferencing

Audio conferencing is a way for two, three, or more people to talk to each other across infinite distances. Oftentimes, along with audio interchange, audio conferencing involves photo or video conferencing, so that people can see each other moving and talking.

Furthermore, audio conferencing can also utilize personal computers to allow users to work on the same document or other software application at the same time. Whatever on one user’s screen will also show up on all of the other screens in the conference. With the use of a digital whiteboard and a special pen, users can even draw pictures and diagrams for each other to demonstrate visual ideas.

Audio conferencing uses one of two main types of oral communication tools: a regular telephone or a computer telephone. With regular telephones, each user dials in and everyone can hear each other on the line. With computer telephones, special software called VoIP (Voice over Internet Protocol) is installed in the computer. The user dons a microphone-and-earphone headset that is plugged into the computer’s USB port. The user’s voice is carried along the Internet to the other users, and vice-versa, just as if it were a conventional telephone (but costing a fraction of the usual long-distance charges.)

Audio conferencing is not just for large corporations; almost any kind of group can benefit from it. City councils, fire departments, and transit authorities have been known to engage in audio conferencing. NASA uses audio conferencing to stay in touch with hundreds of scientists for such sensitive projects as remote exploration of Mars.

The benefits of audio conferencing are numerous. First and foremost, audio conferencing can lower transportation costs. Commuters spent $60 billion dollars on gas driving to business meetings and other work-related appointments in 2003.

Secondly, with audio conferencing, a meeting can be set up in only a few minutes. In the real world, planning can sometimes take months.

Most importantly, audio conferencing promotes frequent and effective communication. And with today’s constantly evolving technologies, audio conferencing is becoming more and more customizable.

By Steve Valentino

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Conference Call Etiquette – The Do's and Don'ts of Multi-Way Phone Conversations

The curse of every hard working manager. Love or hate them, with geographically dispersed teams and travel restrictions, conference calls are here to stay as a communication medium in the workplace. If you want to stand out from your work colleauges, then follow these simple do’s and don’ts of effective conference calls.

Here are my favourite conference call experiences;

* a barking dog drowns out the key discussion point, bad enough, but the owner then starts shouting at his pet.
* a thirsty caller uses the hold button whilst slipping out to get a drink, unaware hold music starts playing to everyone on the call.
* a talkative colleague uses the mute button to moan about the call, stopping you answering the question from the senior manager you are trying to impress.

Obviously I would discourage all these career limiting behaviours, so what are the do’s and don’ts of effective conference calls?

Do get comfortable with the fact you will be talking in front of a group and receiving no visual cues or feedback.

Do use the right phone in a quiet, undisturbed room.

Don’t use cell phones or phones that pick up background noise. Calling from an open plan office is the equivalent of having a conversation in a nightclub. If you really can’t find a quiet room, use the mute button until you are required to speak.

To avoid a Homer Simpson style “Doh” moment, do learn to use the mute button and other phone technology. Your intelligent contributions mean nothing if no one can hear them.

Do set up the meeting in advance and communicate the dial in number, passcodes and other information. “Spring forward, fall back” is something to keep in mind for your timezone crossing colleagues. Don’t work out time differences on your fingers – check on the internet or even phone a colleague in that country and ask what time it is!

Do start the meeting absolutely on time; don’t reward latecomers’ bad behaviour by waiting for them. Take a role call at the start of the meeting, highlighting the missing attendees. Go on, get tough, people will love you for it!

Do treat the conference call as if it were a meeting. You know the routine; prepare and circulate an agenda, take notes ya-de-ya-de-ya.

Do get each caller to say hello and introduce themselves. Even though you may never meet in person, it’s a good relationship builder and gets the shyest of people to at least say their name.

Don’t assume everyone recognises your voice. Unless you are dis-respecting the boss and want to stay incognito, say your name before you speak. This is particularly important for the poor soul taking meeting notes.

Do make use of guest speakers. Invite a special or important guest and get them to say a few words at the beginning of the meeting. No one will know they slipped out after five minutes and you’ll get the benefit of undivided attention and best behaviour.

Don’t allow the topic to wander. Be an iron fist in a velvet glove – polite but firm if people talk too long or over each other. If your callers are at home sitting in their pyjamas nursing a hot chocolate, be considerate that all they want is to go to bed.

Do ask for input by using a person’s name. People will pay more attention to avoid the embarrassment of needing the question repeated.

Don’t shuffle papers; scrape chairs, pencil tap, hum or other distracting, noisy activities. It…….drives…………people…………mad!

Do close the meeting formally, thanking everybody for their time. That little bit of recognition will make them feel good about talking to you again.

And that’s about it. Apart from one very personal tip. Do not sit on a leather chair. Ever. The problem is each time you move around, an embarrassing noise that’s at just the right frequency to carry well over the phone is emitted. Either you brazen it out and suffer the comments about your defective digestive system, or sit rigid until the call is over. If you only take one piece of advice make sure it’s this - do use fabric covered seats!

By Lyndsay Swinton

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Video Conferencing: A Quick Fix for Your Communication Problems

Video conferencing, and the handy-dandy technological advances of the twenty-first century, enables participants on each side of a meeting - or even each side of the world - to communicate effectively. Online web video conferencing allows attendees to conduct sales meetings, executive meetings, distance-learning classes, or even family reunions, without the time and high costs of plane tickets.

Apart from the personal implications, conference calling solutions are becoming critical elements to conducting everyday business. Business men and women everywhere are saying sayonara to long airplane flights, missing luggage, travel expenses and loss of productivity.

With conference call services for business, you'll receive some of the following benefits:

.Face-to-face interaction over long distances

.The advantage of sharing visual aides

.Instant gratification - immediate meetings scheduled short times in advance

.Savings on time and money

.The professional and modern image of high-tech solutions

You might have seen advertisements on TV or the Internet, read about conferencing online services in an article like this one, or maybe even used video conferencing before to take a distance-learning university course. But you're still wondering: how the heck does it work?

First of all, the following equipment is crucial:

.Webcam

.Microphone

.Speakers

.Internet Access (preferably high-speed)

.Conferencing Software

The amazing feat of technology comes in when video and audio images are sent through a phone line. This is accomplished when your PC encodes the video, audio and graphics into a digital format that is transmitted, usually via a high-speed connection, where they get decoded on the other side and are displayed on your monitor.

If you've participated in a video conference, it was probably one of the following two types: multi-point or point-to-point. Point-to-point conferencing establishes a link between two participants or locations, while multi-point video conferencing links many different people attending the same conference. Multi-point conferencing also requires more confusing elements, like ISDN or IP protocols and a multi-point control unit.

The quicker your internet connection, or in other words, the more "bandwidth" you have, the more information you can transmit at once. With high-speed internet, like cable or DSL, you'll get a less choppy connection, a more real-time feel, and a better picture.

Video conferencing is a form of technology that is completely changing the field of virtual communication as it relates to business. For the intrepid business person, cheap web conferencing software can be found that offers solutions for everyday communication problems. You can now conduct business, check in with distant family members, and even take a college refresher course with ease. Knowing how web conferencing works will allow you to better understand the technology, and therefore, make the most of it.

By Huzaili Aris

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11 Things To Remember When Choosing A Conference Call Service

A conference call involves the communication between a calling party and more than one listener. There are numerous conference call services available, making it difficult to make a quick decision. The service that you choose will ultimately depend on the expectations and uses you wish get out of your conference calls. For some, only a few details matter, such as price, while others are in need of advanced services like on-the-spot technical support. Below are a few factors to consider when choosing the conference call service that is most compatible with your needs.

Business Conference Calls

When it comes time to report quarterly stats, many companies turn to conference calls. This allows them to communicate the ups and downs of their business to interested parties. A higher-level company executive, such as the CEO, often reads the company reports. Once the results are revealed, the call is then accessible for others to join in, namely stock analysts, who come with a slew of questions. Businesses may also use conference calls to promote their products or services. Seminar leaders may open a conference call to the public to share their marketing techniques or business strategies for free or a small price.

Entertainment-Based Conference Calls

Today, people are looking for more and more ways to make new friends or find the companion of their dreams. When bars and clubs get to be too much, the allure of chatting on a "party line" becomes increasingly appealing. Entertainment-based conference calls are used to provide a break from boredom, as well as a way to socialize with others. Participants call a phone number set aside for this purpose and are plugged into a whole new world of mingling and flirting.

Audio vs. Visual

Audio conference calls are less expensive and require less equipment than visual conferencing. Web conference calls also open up a host of potential problems, such as malfunctioning chat, instant message, and web cam services. Streaming video may also pose concerns. Although the capabilities of visual conference calls are vast and have a better way of getting the point across, depending on your intended audience, the concept might be too advanced.

To use visual conferencing as a business tool, you will also have to familiarize yourself with an assortment of software selections and other online options. Learning visual conferencing techniques is a process. For example, include too many large files and you may end up with a communication problem.

Conference Call Limitations

What kind of conference call do you want? Some services allow the called party to speak during a call, while other selections only allow called parties to listen to what is being said.

Conference Call Set-Up

Do you want to control how conference calls are received and made? Calling parties can place calls to desired participants or entrance to a call is gained by calling a special phone number.

Reservation vs Non-Reservation

When you choose a service offering reservation-less conference calls, you will enjoy more freedom. Calls can be placed at any time without speaking to an operator or setting up an appointment. Reservation services require you to schedule your call ahead of time.

Conference Call Commands

What sort of capabilities do calling parties have when choosing a service? Things to consider include the ability to get operator assistance, mute and unmute participants, alter ringing tones and record conversations.

Call Planning is Essential

Knowing how long your conference call will be allows you to shuffle along participants to meet time expectations. As a rule of thumb, a conference call centers on an hour or more. Larger groups demand longer time frames, but without the use of video, it is difficult to keep the interest of all participants.

Usually, about 1-3 minutes are given to each participant to voice his or her opinions. Often, an hour-long conversation handles about 1-2 topics. Another important factor pertaining to conference calls is to prepare for last-minute technical issues. Be aware of applicable time zones and schedule a conference call that will accommodate all of your desired participants. When choosing a service, make sure all customer and technical support will be handled in a timely manner.

Billing Plans

Accepting a variety of credit cards, some services offer per minute pricing plans. Once the conference call is completed, a call summary is emailed to you with all of the details. Applicable charges are then placed on your credit card. Additional plans include flat rate unlimited and monthly plans. Some companies offer a flat monthly rate of $60 for a maximum of five people that allows unlimited usage for the month.

Special Services

Will the conference call service you choose provide you with extra services? Depending on your needs, you may desire to have a taped recording of your conference call. Some services offer this luxury for a flat fee (around $25). Some charge an hourly rate if you wish to have a transcript of your call. Rebroadcasts are also offered through some services for a fee. For an extra charge, operator assistance might be available, which helps with the moderation of conference calls.

Several Conference Call Service Companies Reviewed

Accu Conference : This on-demand, fully automated toll-free service offers reservation-less service, free call recordings and live in-call web control for 9.9 cents per line. Operator service costs 13.9 cents. Unlimited use, flat-rate conferencing is offered, starting at $99 per month.

No Cost Conference : Offers free, reservation-less conference call capabilities, available 24 hours a day. You will receive a pin and dial-in phone number once a quick registration is completed. Free and cheap conference call services are good for short notice calls and limited budgets. With this option, reliability of service does become a concern.

WebEx : Offers conference call services, as well as helpful products, such as Meeting Center, Training Center, Support Center and Sales Center. They offer different solutions to better serve small, medium and large companies. They also offer decent live technical support and pay-per-use services.

OnConference : This service offers no set-up fee and has a listed price of 19 cents per minute per person with or without toll-free access.

Contact Call : Highly recommended for their operator-assisted services.

When you conduct careful comparisons and research on the many conference call services, you will be able to take advantage of a wealth of savings that regular phone services cannot provide.

By Huzaili Aris

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