Conference Call Tips


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Before the meeting

- Send out a schedule showing the time and date of your meetings, including time zones

- Write the month as a word to avoid confusion

- Send any documents needed for the meeting early enough for the recipients to review them

- Notify participants of the telephone number, security code and the conference commands

- Send an agenda - and stick to it

At the Start of the Conference Call

- Write down the names of people as they join so that you can remember who is on the call

- If the conferencing equipment you are using allows it, play back the names of the participants so that everyone knows who is on the call

- If any participants have not met, make introductions

- Request participants to mute their lines if they are not speaking

- Explain the purpose of the meeting and how long it will take

During the Meeting

Participants should:

- Join the conference call from somewhere quiet

- Say their name before speaking and address each other by name

- Resist side conversations

- Mute their lines when not speaking, this has a huge impact on overall sound quality

- Try not to put the conference on hold, it will put music into the conference

- Face the microphone when using a speakerphone and not put anything in front of the microphone

Speaker Phones

- Avoid tapping on the table or shuffling papers near speakerphones

- Always mute the speakerphone before moving it

- Some speakerphones will cause feedback when the volume is set too high

- If the sound coming out of your speakerphone seems intermittent or quite and you have already turned the volume up, try muting it
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About the author

Ian Wells is the CEO of HotAir Conferencing. He has been in the conferencing industry for 12 years, working in Australia, Hong Kong, Japan, Singapore and the UK. He established the first specialist conferencing services in Hong Kong, Japan, Singapore and is widely regarded as the founder of the Asia Pacific conferencing industry. Ian was the General Manager - Asia Pacific for MCI Conferencing which was the largest service provider in the region during his tenure and the Managing Director, Australia for Genesys Conferencing.


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