Infertility Network UK is a long-established client of Community Network: conference call facilities being central to the efficient running of the organisation. Clare Lewis-Jones has been Chief Executive of the charity since its inception. She explains how conference calling works for them.
"CONFERENCE CALLING FORMS A CORE FOUNDATION OF THE WAY THE CHARITY WORKS"
Firstly, it’s important to recognise that the ‘Network’ part of the charity’s name means just that – although there is a head office at Bexhill on Sea, the organisation works by bringing together a widely-spread multitude of medical professionals, volunteers, administrators, campaigners and organisers. These people aim to offer information and support to anybody affected by infertility problems, and to press for improved awareness of, and access to, treatment.
“We’re a truly UK-wide organisation,” says Clare. “There are paid staff and volunteers scattered across the whole of the country. In Belfast, in Glasgow, the Midlands... I’m in Liverpool, and our offices are in Sussex. Additionally, we have trustees around the UK. But we all need to talk!”
"THE MOST EFFICIENT AND CHEAPEST WAY TO FUNCTION"
Conference calling therefore forms a core foundation of the way the charity works on a day-to-day basis. “We need conference calls,” Clare states. “They’re the most efficient and cheapest way to function. Getting together face-to-face is a huge cost.”
So what happened before conference calling became available?
“You’d have to ring people individually,” recalls Clare. “This was the only way we could do it financially. Face-to-face we were able to get people together literally only once every one or two years. Then, as email came in, we started having email conversations between ourselves. But, as you know, email is not always the best way of making decisions.”
Being ‘old hands,’ the charity notices no fear of the technology, or resistance to ‘meeting by phone’ amongst its people.
"IT'S SECOND NATURE TO EVERYBODY - ALWAYS SEEMS TO GO QUITE SMOOTHLY"
“It’s second nature to everybody,” says Clare. “It always seems to go quite smoothly – people introduce themselves when they speak, and realise that they can’t all talk at once. New staff seem to fit in naturally – I’ve never felt that we’ve needed to spend time ‘training’ them in the concept.”
“Obviously, if somebody does talk over somebody else, then the chair of the meeting will step in,” she continues, before offering some perceptive advice to organisations looking to introduce this medium of communication. “I have been on conference calls where there’s been too many people. Perhaps there might be ten or fifteen people sat round a big desk, with two or three people joining the meeting via telephone.”
“What happens here, is that the people on the telephone become the poor relations in the meeting,” she explains. “They can’t get heard, and side conversations develop within the room. Also, if there is a single microphone in the middle of a large desk, the people furthest away may be drowned out. Frankly, working this way can be a waste of time.”
“You should keep a telephone meeting down to the essential people,” she says firmly. “And stick to the agenda. Everybody is busy – don’t start having a general chit-chat.” This advice reflects the experience of all successful teleconferencers – it’s true that you can perhaps ‘get away with more’ in a face-to-face meeting, whereas telephone conferencing does require discipline (another reason why it can bring long-term time and cost savings).
"WE'RE VERY PLEASED WITH COMMUNITY NETWORK"
Infertility Network UK is a high-profile charity in its field, and one that has helped thousands upon thousands of couples through very difficult times. But like any charity, it has to watch the pennies – and this applies not only to choosing teleconferencing over face-to-face meetings, but in the selection of Community Network as a provider.
“We’re very pleased with Community Network,” says Clare. “And that’s why we’ve continued to use them. As an organisation, we’re very cost-conscious, but very strong on quality as well. We’ve used Community Network for some time, but we don’t just stick with people for the sake of it – we get good quality for a good price.”
“We’re very happy with the service,” she says.
