Before the meeting
The invitation
- The invitation should include the time and date of your conference call(s).
- Include the local time for participants in different time zones.
to assist in getting the meeting started on time. For time zone information visit TimeAndDate.Com
- Include the local time for participants in different 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.
- Send an agenda – and stick to it!
At the start of your conference call
- Join early so that you can get the names of the attendees. This allows you to introduce people more professionally.
- 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 or mute their line when not speaking (∗6 to mute/unmute).
- 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
- For assistance, press ∗ 0
Speaker phones
- Always face the speakerphone when talking even when talking to the person next to you.
- Avoid tapping on the table or shuffling papers near speakerphones.
- Don’t put the speakerphone near something noisy like a projector.
- 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 when you are not speaking.
