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Conference calls for legal firms: what to look for

Across a plethora of industries, we are all united by one commonly held belief: conference calls are an immensely valuable tool. But there are fields which have to operate with a certain degree of caution when it comes to telecommunication. If you’re dealing with highly sensitive, confidential information which can have the power to completely alter a case – indeed, a life – then you can’t play fast and loose with how you communicate. This, of course, applies to legal firms. Lucky with Call.Group, you can have full confidence in your conference calls’ confidentiality; we take security very seriously, and have measures in place to ensure the privacy of every call.

Why would a legal firm be teleconferencing?

Before diving into how you should tailor your search for a conference call service, let’s think about why you would need to be scheduling this kind of call at all. For many, this is something you’re likely doing every day of your professional life, but there are some companies out there who are not making the most of conference calling, so let’s get them on board.

Interviews 

This one applies to most companies in most industries, but it’s a really useful one! When you’re looking to fill a role in your firm, holding telephone interviews can really widen the net you cast and allow you to find the very best person for the job. It can also really speed up the process, particularly in the earlier stages when you’re still trying to whittle it down to the most competent candidates. If you’ve never held an interview virtually before and it sounds a little unfamiliar, don’t worry: there are lots of handy guides for conducting phone interviews available to let you get started with confidence.

Follow up

Another one which can have applications across the board, but is particularly suited to legal issues is the conference call as follow up. While there will always be certain procedures and conversations which a legal team will want to conduct in person, often a conference call can be a really good way to make sure a task is being completed, or check in to see how a situation is developing, and so on.

Sales

This is an area in which the power of conference calling has really proven itself. Sales people have been conferencing calling routinely for years. As a team in which a shared strategy and high morale is really important, it makes sense that they would frequently turn to teleconferencing.

Courtroom strategising

As lawyers are moving towards the growing trend of focusing on collaboration and teamwork as vital tools for success, communication is becoming an increasingly critical part of day to day life in a law firm. When you’re working on a drawn-out case, you can make sure you stave off those competitive, solo-worker urges inculcated in training by having scheduled conference calls on a regular basis. And thanks to Call.Group‘s scheduling feature, alongside Calendar Integration and SMS reminders, none of the team will have an excuse for not showing up. That way, you can be sure you’re going to have a fully thought-out and cohesive strategy in the courtroom, with nobody stepping on anybody’s toes or revealing things ahead of time. Plus, it means that plans are devised by lots of brains instead of just one, and we all know what they say about that!

Depositions

Depositions can be a lengthy and time-consuming part of the legal process. Often, there will be people involved from far-flung corners of the country, or even the world. You can make things much faster and easier by using Call.Group’s video conferencing tools to hold virtual depositions instead. With the trusty video recording and HD video you’ll be sure you don’t miss a thing.

What should you look for?

Now that we’ve established a few of the reasons why legal firms would be making regular use of virtual meetings, we can think about what specific needs these uses bring.

Security

This is, of course, the biggie. You need to feel confident that no uninvited guests are listening in to your conversations, whether they be depositions, meetings to plan for a case, or even sales tactics. It’s all private, and you have a right to know that your information (and your clients’) is absolutely safe.

At Call.Group, we understand the importance of confidentiality and security. There are small steps which you can take to make your conference call as secure as possible, but every single conference call which we connect is secured. For a full technical understanding of how our infrastructure works, and how we can guarantee your privacy, you can have a read over the interview we conducted with our tech-savvy team concerning the running of WHYPAY?, our totally free teleconferencing service. That’s right: even our free conference calls are absolutely secure.

But in order to place your full trust in us, you might like to hear about some of the specific ways that we can guarantee your confidentiality. This is something we’re happy to get a chance to brag about, because we’ve introduced new security features which make your calls safer than ever.

Access

From the word go, your teleconference is protected. For somebody to enter your secure virtual conference room, they need to have the conference room URL, or the phone number and access code/moderator PIN. So uninvited guests will not be able to gain entry.

Changeable access code

The access code needed to join the call can be irrevocably changed at any time. So if you have any concerns that somebody might have seen the access code written on a Post-It somewhere, or got hold of it through more nefarious methods, or even if an employee or client is no longer working with you, they will no longer have the code to participate. A new one will be generated totally at random, and the old one won’t be valid.

One-time access code

When scheduling your virtual meeting, you have the option to set a temporary access code for the time of the scheduled call. This is a really useful option, because it means that you can arrange meetings with different groups of people in the same virtual meeting room, without running the risk that somebody (hopefully accidentally) joins the wrong meeting, if they dial in too early or too late.

Additional security code

If you do choose to use the one-time access code, you can also specify a custom set of numbers which must be entered after the access code, before anyone is able to join the online meeting room.

Lock the conference

At any time during your meeting, the moderator can choose to lock (or unlock) the meeting. This is done either with the moderator controls, or the keypad on his or her phone. If this is activated, the conference room will be locked to any other participants. Only the people who enter the moderator PIN will be able to access the conference room. That means that you can make sure you’re able to discuss confidential information knowing that only the inner circle can hear what’s being said.

Your data

Call.Group provides users with Cloud Storage of their Files and Recordings along with the record of the meeting. This is really useful because it means you can access a full record of the meeting at any time in the future, including things like who was in attendance, the messages that were sent in the chat function, files shared, audio recording, the written transcript.

Call.Bridge stores all of these records in the host’s account. Hosts can therefore choose to delete recordings, or even entire meetings, whenever they choose, using their accounts dashboard.

Recording and transcription

While this ties in crucially with teleconferencing security (if you’re unclear on why call recording is vital for security, we have an article on that!), it has a load of other great uses, too.

It means you have a handy record to refer back to of plans, information, instructions, interviews, or anything else that has been conducted via virtual meeting. This is one of the great benefits of teleconferencing over meeting in person: a clear, indisputable record of what’s been said.

Aside from straightforward audio recording and video recording, there is also the transcription tool, which will provide you with a full written document of every word spoken on the call. As most of us read much faster than we talk, this can be a real time-saver, and can help some people understand things more clearly.

Even better, with Call.Group it’s a fully searchable record. Using the Smart Search tool, you can put in a key word or phrase and be directed to the relevant part of the transcription and/or recordings. No more spending hours listening to tapes until you reach the right bit, or puzzling over what you were supposed to be doing this afternoon!

The other great thing about recording is that it can be a truly valuable resource for training purposes when you get new lawyers on the team and want to show them the ropes.

Reliable connection

When you’re dealing with such sensitive topics with seriously high stakes, you really can’t afford to have flaky signal. Dropping calls is annoying at the best of times, but when somebody is in the middle of giving a key witness account, for example, it’s unthinkable.

Customisable branding

This might not be such an obvious one, but it’s actually really important. While branding is important for any business, and if it’s something you’ve invested in it’s something you probably want to protect, it has a particular significance when it comes to legal firms’ communication.

After all, you are in a position of serious trust and power with your clients. It’s you they want to be interacting with, your firm which they have chosen and built a relationship with. And if they’re having a virtual meeting with you, they’ll want to be sure it’s really with you. Even if they cognitively understand that the call is totally secure, and it’s really a lawyer with whom they’ve spoken or even met previously, seeing your familiar branding during the call will offer crucial psychological reassurance and coherence, and make it easier for them to be open and honest in their dealings with you.

Likewise, anything relating to sales and marketing, meeting with investors and partners and so on, is significantly strengthened with strong affirmation of your firms’ and your brands’ presence. That’s why it’s so wonderful that Call.Group’s conference platforms are fully customisable, with you selecting domains, logos and colour schemes.

Pick up the phone!

Hopefully, this brief overview has convinced you that teleconferencing is the perfect tool for legal firms. It will make sure your strategies are cohesive, your clients and partners are fully informed, and your whole workforce is motivated and on-track.

What’s more, with Call.Group’s different plans, with an array of powerful features, you can pick out the right fit for you to have confidence in your communication’s absolute security and confidentiality, while maintaining your hard-earned brand. There’s nothing more to do but click onto Call.Group, choose your plan and get talking!

Gabi JamesConference calls for legal firms: what to look for
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