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In our world today, technology plays an ever important role. Moreover, with the advancement of the internet, conventional assemblies, conferences, and board meetings have also gone to the future. Along with that, what used to be a difficult task to accomplish can now be handled through conference calls. Indeed, such an evolution has sped up the way we do business. And, since business enterprises are not mere islands, it requires the need to communicate to vast distances and sometimes remote locations. The point is that since our generation has experienced a paradigm shift, we need to better equip ourselves in order to flow with progress. If not, we will be left behind and this could subsequently affect our productivity.

International conference calls are undoubtedly going to be needed. At one point or another, companies will have to make use of it. Having said that, it is imperative for companies and businesses to make ample preparations because a lot is at stake. A company’s image, reputation, and overall dignity is being risked with every conference call. This fact is not meant to scare anyone, it is just an emphasis on the gravity of every conference call handled. The consideration then, is prepare for every conference call in order to reap the rewards and proceed with high hopes. Bottom line is that every conference call should be managed and arranged accordingly. At all means, companies should not only convey their image through their appearance but they should also take care of technicalities.

There are a lot of choices to make when setting up for an international conference call, be it a training session or business meeting. Making arrangements should be the most important factor and should be the first priority when making an international conference call. When making arrangements, the facilities and the main lay out should be the main concern. This means taking care of all the tools that will be used, laying out the tables and chairs, and preparing the staff. Additionally, the facilities are meant to work in your accordance to create the best environment possible. The gist of a conference call, therefore, lies in the seating options and arrangements. Elaborated are the different types layouts that can be utilized in a conference room.

Classroom or Theater Layout

A classroom or theater layout comes first in our list because it is believed to be the most appropriate arrangement for an international conference call. The layout is very simple. Just like in a theater, the screen is positioned in front while the audience (staff members) are all seated by rows. There are no preferences on tables and chairs as long as the arrangement complies with the proposed set up. This arrangement is beneficial in a way that it optimizes the space and allows more members to be inside the room.

The Typical Conference Call Layout

The typical conference call layout (also known as the boardroom) is where a large elongated table is surrounded by chairs and is in front of the screen. The advantage of this setup is that everyone has space for writing and the whole group can easily be seen. However, it doesn’t always offers good views as every person is seated at a different position with respect to the screen.

Clustered Layout

A clustered layout is best suited for workshop-type presentation. Basically, this arrangement is done by grouping like-minded individuals together in order for them to interact better. Everyone will still be in front of the screen, only this time different groups will be scattered around the room.

Avoid the temptation to view conference calls as less serious than traditional face-to-face meetings. They can be an important part of your career, and taking good notes during conference calls keeps you from wasting the group’s time. Here are 8 top tips for taking conference call notes:

#1- Play to your strengths
If you type faster than you write, type your notes in a word processor to be sure you keep up with the discussion. However, you may be able to track the flow of conversation more easily and draw connections between ideas if you are using a pen and paper. Find which approach works best for you, and remember that some handheld devices can offer the best of both worlds.

#2- Prepare ahead of time
You know the call is coming, so there is no excuse for not being ready. Open a word processing program or get a notebook, and take whatever other steps you need to hit the ground running from the start of the meeting. Ideally, your setup allows you to keep your hands free to capture important information.

#3- Record the call (if possible)
Recording the call may not always be an option, but it is the best way to make sure that you remember everything that happens during the conference call. The drawback is that it is not always easy to refer back to specific parts of the discussion.

#4- Use an agenda
You can distribute an agenda for the conference call ahead of time and build in spaces for note taking. It will allow you to keep the meeting on track and give you a chance to quickly organize your notes while the call is underway.

#5- Repetition is necessary
Do not be afraid to ask a speaker to repeat a key point if you had trouble getting it down the first time. It will avoid misunderstandings later on, and everyone would rather take a moment to repeat a single statement if it means that they won’t have to repeat the whole meeting later.

#6- Don’t leave yourself out
Remember that you are an active participant in the meetings, and your comments will steer the discussion. It may feel strange to take notes on what is coming out of your own mouth, but remembering what you said will put the other remarks in context. It will also be helpful when trying to recall what you DIDN’T mention during the meeting.

#7- Summarize the meeting before the call ends
If possible, take a moment at the end of the meeting to summarize what has been discussed with the other participants and compare it with your notes. That way you can be sure that everyone is walking away with the same major ideas.

#8- Make sense of your notes while you still can
Immediately after the call, go back to your notes and check them for readability. If you used shorthand or abbreviations, this is the time to go back and write things out fully, while the meeting is still fresh in your mind. A few months down the road, you may not be able to translate your thoughts from the page as easily.

Being adequately prepared and planning out your note-taking strategy ahead of time will let you take thorough, useful conference call notes, which ensures that everyone has spent their time effectively. Hopefully, these 8 top tips will help.