• Tips
    and
    advice

    Collaboration

Seven steps to better meetings

Certain companies manage to have meetings that are both spontaneous and clear – and also lead to action. So what lies behind their success? Careful preparation is one of many critical factors. Here is a practical checklist of seven clear steps that make it easier to create a positive meeting culture.

Our tips for better and more effective meetings apply in many ways to both physical and distance meetings. Of course, the specific concern with distance meetings is the need to bear in mind that not everyone is sitting in the same room. As a consequence, everyone needs to have access to user-friendly technology that works and the meeting's conference phone has to deliver good sound. Poor sound can lead to misunderstandings, create irritation and drain energy from the meeting participants.

1. Pin down the purpose

Be clear about the purpose of the meeting and what you expect from the participants. Is it a meeting for information, debate or decision-making?

2. Invite the right people

Invite people who will bring something to and get something out of the meeting.

3. Send out background info

Send background information to the participants along with a personal comment to each one about what is expected from them at the meeting.

4. Set an agenda

Send out a clear agenda and list of participants well ahead of the meeting. If the meeting is going to be longer than 45 minutes, factor in a 10–15 minute break for everyone to stretch their legs before continuing. Point out that you will begin and end the meeting at the appointed time even if someone is missing.

5. Meeting environment – make sure the technology works

Inform people about any technology that is being used. Describe how you connect to the meeting (phone number or PIN code) or whether the participants will be called up. If it is an online meeting, add information to the invitation about the required software and hardware, how to use the service and how to ensure a good audio experience. Before you lead your first meeting, it is worth practicing by making a few test calls and trying out different features. How will the meeting be documented? The recording function is a useful option here. Prepare to take notes.

6. Dynamic – include everyone

Welcome and introduce everyone. This establishes an inclusive atmosphere, including for the people who are not physically present. Manage the dynamic in the group, make sure that everyone gets to have their say, deal with any conflicts. If something happens in the room that maybe raises a laugh, for example, describe this to the remote participants so everyone feels included.

7. Follow up quickly

Provide rapid feedback after the meetings using notes in bullet form. Set out what needs to be done, when and by whom. Send this all out as soon as possible (preferably the next day).

Bonus tip

Features in our models that make distance meetings easier
Konftel's telephones have a range of features that will take the stress out of your meetings. Sit together with your colleagues for group calls, connect expansion microphones if there are lots of you, save call groups to help with recurring multi-party calls, record meetings with ease and use the memory card to transfer the sound files to your computer so you can save or share them.

The model 300IPx has an accompanying app, Konftel Unite, that you can use to easily control the telephone, switching the operation of the Konftel 300IPx from the usual remote control to the screen of a mobile phone or tablet. You can then start pre-scheduled meetings with one click, call contacts and groups from your personal contact book and control the phone's functions during the meeting. Both the 300IPx and the 300IP are also equipped with a bridging function that allows you to connect five lines to your conference call without contacting an external bridging service.
All the models come with our market-leading OmniSound® audio technology, which keeps the sound in your meetings crystal-clear at all times. Good audio prevents misunderstandings and stops meeting participants having to strain to hear what is really being said.

Finn en forhandler

Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jeff May
Jeff May
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Nipun Khanna
Nipun Khanna
Regional Sales Manager - India & Middle East



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Simon Chin
Simon Chin
Regional Sales Director APAC



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager


Dine lokale forhandlere

Vis alle
Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager


Dine lokale forhandlere

Vis alle
Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220
Holger Klenner
Holger Klenner
Key Account Manager Germany
+49 (0)2173 499 5841
Lothar Schumann
Lothar Schumann
Channel Sales Germany
+49 (0)336 386 0597


Dine lokale forhandlere

Vis alle
Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Simon Chin
Simon Chin
Regional Sales Director APAC



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Nipun Khanna
Nipun Khanna
Regional Sales Manager - India & Middle East



Jeff May
Jeff May
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Simon Chin
Simon Chin
Regional Sales Director APAC



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jeff May
Jeff May
Regional Sales Director



Simon Chin
Simon Chin
Regional Sales Director APAC



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Jeff May
Jeff May
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220



Dine lokale forhandlere

Vis alle
Jeff May
Jeff May
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Jeff May
Jeff May
Regional Sales Director



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager


Dine lokale forhandlere

Vis alle
Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Jeff May
Jeff May
Regional Sales Director


Dine lokale forhandlere

Vis alle
Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jeff May
Jeff May
Regional Sales Director



Jeff May
Jeff May
Regional Sales Director


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  • 1

    Africa Telco Business (PTY) Ltd

    Unit 7 Coram Office Park, Ferero Road, Randparkridge

    0027117924962

  • 2

    Aria Technologies Africa (PTY) Ltd

    24 Tsessebe Crescent
    Building 9, Corporate Park South
    Midrand, 1685, South Africa

    0027112030360

  • 3

    Electronic Communications Network (PTY) Ltd

    Unit 10, Growthpoint Business Park, Midrand, Gauteng

    002710590000

  • 4

    Trenic Industries (PTY) Ltd

    Unit C, Building 2, 5 Woodlands Drive Office park
    Woodmead 2191, South Africa

    0027114664278

Vis alle
Nipun Khanna
Nipun Khanna
Regional Sales Manager - India & Middle East



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager



Jörgen Rönnqvist
Jörgen Rönnqvist
Area Sales Manager Nordic and Baltic countries

Mattias Hedin
Mattias Hedin
Key Account Manager


Dine lokale forhandlere

Vis alle
Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Simon Chin
Simon Chin
Regional Sales Director APAC



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jeff May
Jeff May
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director




Dine lokale forhandlere

  • 1

    MyCOMtn SARL

    19 Rue Abou Baker Elbekri
    1073 Montplaisir Tunis
    Email: contact@mycomtn.com

    +216 70028000

Vis alle
Jeff May
Jeff May
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Jeff May
Jeff May
Regional Sales Director


Dine lokale forhandlere

Vis alle
Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Ralf Kalker
Ralf Kalker
Regional Sales Director
+49 (0)221 959 2220


Patrick Wiltse
Patrick Wiltse
Regional Sales Director



Peter Gasparro
Peter Gasparro
Regional Sales Director

Patrick Wiltse
Patrick Wiltse
Regional Sales Director



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