We often hear of companies wanting to share conference call accounts (eg one account for everyone in the Finance Department). While this appears sensible, in practice it can lead to problems:
- someone has to coordinate meetings to avoid clashes
- if that person is not present or people remember the same details clashes can occur
- people on calls can’t commit to holding another call without ‘checking first’ if the account is available
- It is impossible to determine who has made which calls on your invoices
- confidentiality and security can all too easily be compromised.
ABC Pharmaceuticals uses a shared conference call account for their Finance Department of 8 people. It’s generally not a problem as Gwen the company receptionist keeps the details safe and is the ‘go-to’ when a conference call is required. Besides, most of the 8 people have noted down or memorised the ‘Finance’ PIN codes somewhere.
Jemma is looking for a new outsourced payroll service and uses conference calls occasionally for this, holding calls with the HR department and potential providers. Jim is the CFO and is working on a fundraising project with the CEO.
One Friday Jemma has a call organised with a prospective service provider for 2:30 pm. Jim will use the same details but at 11 am so there shouldn’t be a problem. On Jim’s call at 11 am, one of the guests asks if they can make it brief but talk again at 2:30 pm when it suits him better. Jim agrees not knowing that Jemma is due to hold a payroll call at 2:30 pm. At 2:31 pm everyone is embarrassed to hear strange unexpected voices on the call and they all cancel their calls, stalling the fundraising and outsourcing indefinitely.
247meeting’s recommended solution is issue both Jemma and Jim with their own personal, secure accounts to avoid this.
- There is no additional cost
- It gives complete control to Jemma, Jim or any other colleagues who might ever hold a call
- It assure confidentiality and security