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To hold meetings and coordinate processes, the players involved do not need to come together in person at a specific place. New forms of work such as home office, mobile workflows and internationally distributed sites increasingly demand for the opportunity to also hold shared meetings and conferences over the telephone for many different participants.

What is more, in a moment of crisis this option is absolutely essential: All persons in charge, e.g. the members of a crisis management group, must be able to communicate with one another, irrespective of where they are currently located. Telephone conferences can help make a competent decision quickly.

But how can conferencing over the phone - be it for routine jobs or in an emergency - be conducted as effective as possible?


 Wie können Telefonkonferenzen effektiver gestaltet werden?



Make your telephone conferencing with DAKS particularly effective and safe:

  1. Prepare your conferees for the conference!
    Help all participants to your conference prepare in time for the topics you want to discuss. For example, configure an automatic broadcast call sufficiently ahead of time before the actual telephone conference to inform everybody of the planned topics and schedule.
  2. Designate a moderator!
    In conferences with five or more participants, we recommend, for your meeting to be effective, that you designate a moderator who steers the conference. The moderator welcomes everybody and introduces new conferees when needed. The moderator also controls the schedule for best results and keeps a close eye on the clock. In addition, the moderator provides assistance during the conferencing process by granting the right to speak, by actively addressing individual conferees, and by encouraging the conference participants to contribute to the meeting. In between the different topic blocks, the moderator can quickly summarize important results that were already reached. The moderator sees to it that the rules of the conference are adhered to (do not interrupt other speakers, restrict speaking time, stay on topic, ...), and by doing so creates a solution-oriented approach.
  3. Configure an introductory announcement for your conference call!Konferenzen Ansage EN
    Avoid the usual time-consuming questions at the outset of many conferences. Instead, answer all of these questions before the start of the conference in an individual message that you record directly over your phone. In your message, you could e.g. state:
    - The name of the conference (e.g. "Morning Briefing")
    - The conference rules (e.g. "Please always start your request to speak by stating your name")
    - The name and function of the moderator
    - The names and functions of the other conferees
  4. Introduce all participants to important technical functions!
    Take advantage of the introductory announcement to also explain important technical functions that can be of real help during the telephone conference, e.g. the functions to switch to mute or active. Mobile conference members are sometimes located in loud and noisy places and their background noises can disturb the actual conference. As soon as these participants switch themselves to mute, the other conference members are no longer disturbed by the disturbing noises.
  5. Start on time!
    Unfortunately, many planned conferences start late. This is not only very ineffective, it sometimes leads to rather agonizing delays. The conference members are forced to sit and wait for the latecomers while their other jobs are waiting and they need to arrive punctually at their next scheduled meetings and appointments. This strains the cooperation of the conference group as such and is a burden on the work of every affected person.
    Avoid aggravating time delays and disruption of meetings due to late arrivals and difficulties in the dial-in process. Take advantage of the broadcast function of DAKS Conferencing and simply let DAKS call all participants to the conference. In this way, you can rest assured that nobody forgets the date or calls in late.
    Automatically started DAKS conferences also save you from having to configure each and every new conference. Routinely planned meetings can easily be defined in DAKS in advance. DAKS will then automatically call every conference participant at the right time.
    You can also predefine in DAKS the participants that are required in emergency conferences, each with several telephone numbers. Especially in a moment of crisis, when every second counts, it is far too difficult to have to plough through various lists to find the right persons in charge to the present incident. The emergency conference configured in DAKS, in contrast, is started user-friendly and quickly at the click of your mouse, by pressing an alarm button or a mere hotkey, and every needed player is automatically called and switched into the conference.
  6. Use DAKS Conferencing to avoid interruptions and connection loss!
    In conferences with mobile participants, telephone connections are frequently lost, e.g. when driving through a tunnel. DAKS automatically reconnects by itself, as often as needed. Mobile members in a conference do not need to deal with dialing back in again themselves, which can be especially tedious and distracting while driving. The conference can be continued again as quickly as possible with all conference participants.
  7. Restrict the run-time of your conference!
    We have all been there: Even though a specific start and end time was planned for the conference, the meeting itself runs overtime and slows down follow-up appointments or other scheduled activities. This is annoying and ineffective.
    Especially when conferences are held on a regular basis, e.g. a daily briefing, a restricted run-time of the conference can help avoid these delays. A customizable voice message in DAKS, played to all participants in defined intervals before the planned end of the conference, helps everyone stick to the schedule, get to the point and bring about more effective conferencing.
    If an important subject matter spontaneously requires extra conference time, the operator can extend the conference right at his telephone.
  8. Grant the right to speak!
    Some meetings are first and foremost designed to provide information. In this case, the right to speak can only be granted to specific participants. Everyone else in the conference listens only. This helps you avoid delays caused by unexpected questions from conference members.
  9. Make the access to confidential conference safer and more secure!
    When you need to discuss sensitive issues, assign unique security codes in addition to entry PINs with DAKS. This makes sure that no unauthorized persons enter into your conference. What is more, DAKS monitors during the entire conference the call numbers and connection statuses of all participants.
  10. Log your conferences!
    Recordings of calls help you ensure that no important information is lost and to capture the results of your discussion. Upon request, DAKS can also include recording devices to your conferences.
    In addition, the automatic DAKS report logs all technical data of a conference, e.g. who entered when into the meeting, at what phone number was the person reached, as well as the times and the length of the calls. For example in crisis or emergency conferences, these log files can serve as reliable proof.




Learn more about our DAKS application module 'Conferencing'

DAKS Conferencing is our DAKS Module of the Month of August. You can find more informationen on this topic in our article "Meet 'Conferencing', Our DAKS Application Module of the Month of August: Much More Than Just a Telephone Conference" – and in our short video!

To the video

 

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Self-test for the Module of the Month of January

The DAKS function module 'Email Dispatch' could be interesting for you if...

  • you want to ensure that a broadcast call information reaches certain subscribers in any event — regardless of whether they were able to actively accept the call or not.
  • you want recipients who have already positively acknowledged a broadcast call to be able to retrieve the content of the call at any later time, e.g. in the case of longer texts or more complex detailed information.
  • you would like to have the ability to provide one or more responsible persons with the most important broadcast results in a short email summary, e.g. to ensure that an important task has been taken over.
  • you want one or more persons responsible to receive a complete broadcast call log automatically, e.g. for documentation purposes.

If you were able to agree with only one of the statements above, the 'Email Dispatch' extension can already pay off for you!

Contact your local dealer and benefit from even more efficient and reliable workflows thanks to DAKS!

Self-test for the Module of the Month of February

The DAKS application module 'Info Telephone' could be interesting for you if...

  • You regularly have to cope with a high volume of calls in certain situations or events on a regular basis in order to answer mainly similar questions (e. g. to keep informed about the current state of traffic, weather or troubleshooting).
  • You need the ability to make different announcements available to internal and external callers in the same situation.
  • You generally want to enable your callers to listen to more than one announcement, even through a selection dialogue. E. g. program notes, message progressions or messages on various topics.
  • You want to enable callers to listen to previous broadcasts again - including repeated display text transmission.
  • You want to prepare recurring announcements and store them for regular use, e. g."No incident","Incident","Lunch break", etc.
  • You want to play different announcements with time-controlled settings.
  • You also want to record and play back current announcements ad hoc.
  • You want to enable live broadcasts by telephone, e. g. conferences, works meetings and board meetings.
  • You generally want to provide audio sources via a telephone number, e. g. microphones, radio stations, etc.

If you were able to agree with only one of the statements above, the 'Email Dispatch' extension can already pay off for you!!

Contact your local dealer and benefit from even more efficient and reliable workflows thanks to DAKS!

Self-test for the Module of the Month of March

The DAKS extension module 'DAKS Customized Operator' could be interesting for you if...

  • You have to trigger complex procedures in case of an incident, e. g. several broadcast calls at the same time with different combinations of announcements.
  • You want to trigger processes quickly and efficiently with just a few clicks.
  • Due to the high importance of incidents in your company, they often lead to tense situations in which errors could occur.
  • You want to support your employees to fulfil their tasks in a responsible manner through intuitive and safe operation.
  • You want to design user interfaces according to your own requirements, e. g. industry-specific or subject-specific optics for better identification with the operation.
  • You want to display graphical elements such as site plans or floor plans on your user interfaces.
  • You want to perform regular exercises with DAKS even more comfortably.
  • You have to adapt processes frequently, e. g. as a result of process optimization or changing conditions

If you were able to agree with only one of the statements above, the 'DAKS Customized Operator' extension can already pay off for you!!

Contact your local dealer and benefit from even more efficient and reliable workflows thanks to DAKS!

Self-test for the Module of the Month of April

The DAKS extension module 'DAKS Desktop Client' could be interesting for you if...

  • You have workstations with customer contact / public traffic in your company / organisation. (e.g. public authorities, citizens' offices, job centres, financial institutions, shopping facilities, emergency rooms, gateways or reception areas)
  • You need a particularly discreet alarm option, e.g. to have colleagues join you in escalating customer conversations "as if coincidentally" without offending the customer with an obvious alarm trigger.
  • You are looking for an alternative or supplement to physical emergency buttons - levers or pedals, e.g. because they are too conspicuous, impractical, disturbing or for other reasons insufficient.
  • You prefer an easy to implement emergency button solution and want or need to avoid additional cabling and connection installations.
  • You want to direct the alarm of an employee to colleagues in neighbouring offices, both to their phones and to the screens, including exact information on where the person asking for help is located.
  • You value detailed logging of all alarm processes, e.g. in order to use these as evidence for criminal proceedings against violent offenders in escalated cases.

If you were able to agree with only one of the statements above, the 'DAKS Desktop Client' extension can already pay off for you!

Contact your local dealer and benefit from even more efficient and reliable workflows thanks to DAKS!

Self-test for the Module of the Month of May

The DAKS application module 'Call Profiles' could be interesting for you if...

  • You offer service, information or other (also internal) hotlines.
  • You have arranged on-call services in your company/organization.
  • You or your employees should be reachable on several terminals with just one number, e.g. for better mobility, "flexible offices", etc.
  • Certain phone numbers should only be reached by predefined, authorized users, e.g. for VIPs, decision-makers, etc.

If you were able to agree with only one of the statements above, the application module 'Call Profiles' can already pay off for you!

Contact your local dealer and benefit from even more efficient and reliable workflows thanks to DAKS!

Self-test for the DAKS module of the month of August

The DAKS application module 'Conferencing' is just what you are looking for if...

  • You need to regularly bring together and confer with people that are physically located at different sites (e.g. a head office and its branches).
  • You need to routinely confer with different people that, although they all work at the same place, operate in different mobile job environments and do not necessarily need to interrupt their workflow (e.g. morning briefing in hotels).
  • You want that conferences between predefined members start fully automatically, triggered e.g. by the time of the day, through error messages, by pressing an alarm button, or at the simple click of the mouse.
  • You have frequently experienced connection losses among conferees.
  • You want to apply crisis and emergency conferencing, and all calls that have a lower priority shall automatically be interrupted so that important members are switched to this time-critical process.
  • You want to have the option to configure your own customized telephone conferences with many detailed settings and parameters to best match your specific application scenarios.
  • You require very secure telephone conferencing for your sensitive and confidential subject matters.

If you answered just one of these bullet items with yes, the application module 'Conferencing' will already pay off for you!

Contact your sales agent and benefit from even more efficient and reliable workflows with DAKS!

Self-test for the Module of the Month of November

The DAKS application module 'Gateway' might be interesting for you, if...

  • you are using a VoIP-based subsystem in your company/organization.
  • you want to enable calls between subordinate networks (e.g. VoIP-based subsystems) and your normal PBX.
  • you want to enable calls between SIP-based call stations and your normal telephone system.
  • you want to integrate secondary networks / subsystems and SIP-based devices into your alarm processes in order to integrate your entire communications infrastructure into your alerting strategy.

If you can agree with even one of the above statements, the application module 'Gateway' might already pay for itself!

Contact your dealer and benefit from even more efficient and reliable workflows in the future thanks to DAKS!