Common Challenges in Teleconferences and Efficient Strategies to Handle Them

Well, I hope you never have a meeting like that. This was a bit extreme, but I've been on teleconferences with many of these problems, just maybe not all at once. The beginning of a conference call is very challenging. First, it can be difficult to know who is in the meeting. Web-based meetings help a bit because they usually display attendees' names. Technical problems also sometimes occur. For example, Tina was on her cell phone with poor coverage, making her voice unclear and breaking up. Another issue is wasted time waiting for participants to join, and Neil was unaware he needed to log in. Everyone else was looking at a website with slides, but he wasn't prepared. People working simultaneously added to the confusion. Overall, it was a terrible teleconference. Here are some guidelines for organizers and participants, along with useful language to handle teleconference challenges.

One very common problem with teleconferences is starting the meeting on time. Participants often struggle with the call-in procedure or web conference login. If you are organizing the meeting, send clear instructions well in advance, and repeat them in every meeting-related email so everyone can access them. Include the call-in number, access code, or web login, and inform participants of any required documents, software, or devices like cameras or headphones. If you are participating, avoid last-minute logins; dial or log in a few minutes early.

Another challenge, unless it's a video conference, is identifying attendees and speakers. When sending the meeting announcement, list all participants. At the start, announce who is present and expected. In web meetings, indicate when someone joins. Participants should identify themselves. Example language: "Neil has just joined us. Hi, it's Neil. Sorry I'm late." If there are many attendees, go through the list to ensure everyone is present. Always state your name when speaking. Example: "This is Tina," "Neil here," "I'll send the information," "Erk agrees," etc. Using a focus group may help.

Technical problems may also arise. Practice using the conference platform before the meeting and familiarize yourself with its features. Have a backup plan in case of technical failure. Consider your location and devices. Headphones may be needed. If using a phone, consider a landline for a clearer connection. Ensure adequate power and quiet surroundings for video conferences. Useful phrases: "I'm online, but can't log on," "I'm having trouble connecting," "Can everyone see the screen?" "Something happened with the site," "I'm having technical problems," "Did we lose Karen?" "Tina, you're breaking up."

Time management is another challenge. People can lose focus after 15–20 minutes. Preparation and clear time management help. Organizers should send materials early, clarify pre-meeting tasks, assign responsibilities, and specify required review. Example phrases: "Attach the results of our market research survey," "Please review and be ready to discuss," "Tina will summarize, but review before the meeting."

Send a specific agenda so everyone knows the meeting flow. Plan 10–20 minute segments and vary discussion types. Encourage active participation but avoid everyone speaking simultaneously. Assign time for each participant and request input by name. Example: "After Tina's report, I'll ask for input," "We have one minute per person. Karen, you first." For hybrid meetings with some off-site participants, ensure they are fully informed about important points.