Your screen freezes during a crucial conference call. How do you ensure the meeting goes smoothly?

1 Stay Calm

When your screen freezes during a conference call, the first step is to remain calm. Panicking can lead to hasty decisions that might worsen the situation. Take a deep breath and acknowledge the issue to the participants. Most people are understanding about technical problems as they are quite common. Communicate that you are addressing the issue and, if possible, continue the conversation via audio if the video is the only component affected.

2 Communicate Clearly

Clear communication is crucial when facing technical issues. If your screen freezes, promptly inform the other participants using the audio function if it's still operational. Explain the situation briefly and let them know you're working to resolve it. This maintains transparency and reassures everyone that the meeting will continue. If you're the host, ask a participant to take over the discussion temporarily if possible.

3 Have a Backup

Always have a backup plan for when technology fails. If your primary device freezes, quickly switch to a secondary device, such as a smartphone or tablet, to rejoin the call. Ensure that all necessary files and documents are accessible from any device you might use. Cloud storage services can be particularly helpful in this regard, allowing you to access your data from anywhere.

4 Use Chat Feature

The chat feature in most conference call platforms can be a lifesaver when dealing with frozen screens. Use it to communicate with participants if your audio is also affected. You can type out your contributions or provide updates on the situation. Additionally, you can ask a colleague to relay information on your behalf through the chat if you're unable to fix the issue quickly.

5 Reconnect Promptly

If the freeze is persistent and you're unable to regain control, exit the call and attempt to reconnect. Sometimes, simply restarting the conference call software or your device can resolve the issue. Ensure that you have a fast and reliable internet connection to minimize the chances of disruption when you rejoin the meeting.

6 Plan Ahead

To minimize disruptions during future calls, plan ahead by checking your equipment and software before the meeting starts. Update any necessary software in advance and perform a test run to ensure everything is working correctly. Having a technical support contact ready can also be beneficial if you encounter an issue that you cannot resolve on your own.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?