Make Your Meetings Effective

Conference calls allow you to stay informed and in touch with ease, reducing demands on your time whilst enhancing intra-company and client relations through real-time communication. The following guidelines will ensure you and your participants maximise the time spent on your conference call.

Pre-call Guidelines

Provide participants with accurate instructions:

• Date and start-time of conference
• Dial-in number and confirmation passcode, if applicable
• Chairperson identity
• Structure your meeting with an agenda and provide any additional materials, eg. supporting literature or powerpoint presentation
  

Live Call Guidelines

Operator Assistance
At any time participants can request operator help by pressing star zero "*0" on their telephone touchpad.

Background noise

Sensitive speakerphones will pick up background noise such as rustling paper and side conversations

Speakerphones will create an echo if the volume level is too high

Encourage non-speaking participants to mute their phone until making a contribution

If you are conducting a client presentation only designated speakers will be heard - all listeners will be muted throughout the conference. During the Q&A session, listeners will be invited to register for a question by the conference co-ordinator. Having done so the questioner's line is activated for all to hear.

Disconnected participants

If a participant disconnects during a dial-in conference, the conference co-ordinator will reconnect the participant immediately they re-dial the call centre.

If a participant disconnects during a dial-out conference, the conference co-ordinator will immediately re-dial the participant. The participant should await reconnection.