Conference Call Tips
Before the meeting
The invitation
- The invitation should include the time and date of your conference call(s). Include local time for your participants.
to assist in getting the meeting started on time. For time zone information visit TimeAndDate.Com - Write the month as a word to avoid confusion
- Send any documents needed for the meeting early enough for the recipients to review them
- Send an agenda - and stick to it!
- See the sample conference call invitation
At the start of your conference call(s)
- If participants have not met, make introductions
- Explain the purpose of the conference call and how long it will take
- Request anybody calling from noisy locations to mute their phone lines when not speaking. If they don't have a mute button, they can press *6 and our system will mute / unmute their line
During the meeting
Participants should:
- Join the conference call from somewhere quiet
- Address each other by name
- Resist side conversations
- Mute their lines when not speaking, this has a huge impact on overall sound quality.
- Not put the conference call on hold; it will put hold music into the conference
- Face the microphone when using a speakerphone and not put anything in front of the microphone which would prevent the speaker from being heard clearly
- Press *0 at any time for assistance
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 is too quiet or is intermittent try muting it
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