For businesses, keeping in touch with clients and partners is practically mandatory to ensure their engagement and to further strengthen the company’s reputation. And one of the best and most efficient ways of doing that is through a business call, which has become quite easy to organize thanks to calendar applications like Google Calendar. Too bad, then, that in most cases it still takes multiple emails to confirm the business call’s date and send out invitations to all participants. However, by using additional solutions beside calendar apps and relying on advanced conferencing features that most bespoke cloud phone systems provide, you’ll be able to schedule business calls in a quicker and, more importantly, more efficient manner.
Etiquette Above Everything
Regardless of how many people intend to ‘show up’ to the call, remember that participants are sacrificing their precious time to be with you for a while. As such, proper business etiquette should be applied from the get-go, which requires learning two key words: compromise and politeness.
Being able to compromise comes in handy when the call’s date is fixed, which should always be the first step and should favor the preference of the majority of the participants. Granted, you can suggest dates for the other parties to choose from, but ultimately their decision should affect when the call is. Those who can’t make should be provided with other dates and/or contact methods immediately.
As for the invitation, a polite tone is a must. While to decision to create the invitation from scratch or use a template is always up to the organizer of the event, the following should always be included in the message:
- A subject explaining what the email is about.
- A short sentence thanking in advance for the participation before and/or after the email’s main body.
- The date and approximate duration of the call.
- The agenda, either in a shortened version within the email’s body or as an attachment.
- Details on how to participate such as the phone number to be called, access code to be used – if that applies – or other contact methods should the participant drop out due to personal or technical reasons.
Making Call Scheduling Even More Efficient
Thanks to cloud solutions like calendar apps and the conferencing feature of VoIP solutions, organizing a business call can be done rather quickly. However, that doesn’t mean there aren’t any means to further speed up the process and break even less of a sweat than before.
The Power of Online Polling
When it’s just a single participant, exchanging a few email or SMS messages is enough to reach an agreed date of the business call. But doing this on a larger scale can easily become a nightmare without the proper tools. To reduce the struggle required to fix a timeslot that suits everyone, it’s clever to use online poll creator apps such as Doodle and Calendly. Not only is it easy to create a poll and even add accompanying messages to it, but due to their cloud-based nature these apps can integrate with agenda software as well to immediately register the chosen date that the majority of participants agreed on in the poll.
Many cloud phone systems are equipped with a conference bridge, but only a few of these services – like eVoice – are capable of sending out business call invitations as well. It’s a bit of a shame, since these premade messages contain all the necessary information regarding the call, allowing the call’s organizer to send them out with only a few modifications. Simply put, in most cases you’ll need to word these invitations on your own and then register them in calendar apps manually.
That doesn’t mean there aren’t any solutions for further automating the invitation process, though. In fact, RingCentral has taken this approach to the next level by creating the ultimate tool for scheduling and inviting people to a business call. By seamlessly integrating with various third-party agenda applications, RingCentral users are not only capable of populating the invitation’s body with information about the business call but can also register the call’s date in every participant’s calendar at the same time.
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