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To
maximize your conferencing experience and to make
your next conference call as effective and professional
as possible, take a look at the following helpful
tips and hints and become a conferencing pro.
Before
the Conference
Decide
which audio service is best for your conferencing
needs, such as our QuickConnect®,
QuickSchedule® or QuickAssist®
(see a list of
our services).
Determine
the number of Attendees and if speakerphone
equipment will be used at their locations.
Request that the attendees test their
equipment in advance of the meeting for
acceptable audio quality. If the system
has a mute feature, they should be instructed
to use it when not talking to the group
in order to improve the quality of the
conference for everyone.
Determine
whether you will need visual enhancement,
such as our QuickView® Web Collaboration
Tools or QuickView® Rich Streaming Media
options (see a
list of our services).
Set
an agenda for the call to keep your meeting
focused and on track
Notify
your attendees of the date and time of
the call in advance
Consider
breaks for meetings longer than 90 minutes
in duration.
Communicate
any items that need to be prepared in
advance of the call
If
possible, send the agenda to the attendees
prior to the call
Make
sure you are in a quiet location where
you will not be disturbed
Turn
off call waiting, pagers and cell phones
Guidelines
for Moderators
Be
on time or early
Introduce
yourself when you speak and encourage
others to do the same
Conduct
a roll call so you know who is on the
conference call
Briefly
state the agenda
Do
not put your phone on hold. This may put
music into the conference and prevent
others from continuing the meeting
Ask
for feedback from specific attendees instead
of the entire group
Table
any discussions that are not relevant
to the agenda for a later time and place
Try
to involve all of the attendees in the
discussion
Promptly
deal with any noise or distractions
Summarize
the issues discussed and recap any action
items resulting from the call
Establish
the day and time for the next conference
call
Guidelines
for Participants
When
dialing in to connect to the conference
that requires a passcode, please listen
to the full recording before entering
your passcode. You will be given three
opportunities to enter your passcode.
If after the third attempt your entry
is unsuccessful, please stay on the line
and an operator will assist you.
The
first attendee on the line will receive
music on hold until the next attendee
dials in.
If
you suspect that your phone may be the
cause of interference in the conference,
please press *6. This will mute your line.
You will be able to hear the conference,
but will not be able to speak. To Speak
again, simply press *6 once again.
Once
connected to the call, operator assistance
is available at any time. Simply press
*0 and an operator will assist you. Our
operators are available 24 hours a day,
7 days a week.
You
will hear an entry tone for each attendee
as they enter the conference.
Please
realize that if you are using a wireless
phone there is a higher probability of
static, interference or disconnection.
Speakerphone
Usage Tips
When
using a speakerphone, please pick up the
handset and dial into the conference.
Once connected, activate the speaker feature.
Some speakerphones do no emit the proper
tone while activated. If this is the case,
lift your handset to disengage the speakerphone
and then press the keypad. Make sure to
re-engage the speakerphone before hanging
up the handset.
For
best results, place the speakerphone in
the middle of the room, this will allow
less feedback to get into the call.
Please
turn down the volume on your speakerphone;
it does not need to be at a high volume
to transfer your voice properly into the
call.
For
further assistance please contact a Customer Service
Representative:
