Conferencing Tips

Ready 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.

Tips for Improved Line Quality

  • Electronic devices (such as Blackberries or cell phone and associated hands-free devices, laptops, etc.) can interfere with line quality if located too close to the phone. If possible, place such items a good distance away from the phone you are using for the conferencing call.
  • If you are conducting back-to-back calls, make sure to disconnect your initial conference call line prior to dialing in for the next call. (Failing to do so could produce a ‘flash hook’ scenario, which feeds a loud signal into the call).
  • When entering your conference code and leader pin do not press the keys too quickly – this will enable the system to ‘read’ them most effectively

Before the Call

  • Notify your participants of the date and time of the call in advance
  • Communicate any items that need to be prepared in advance of the call
  • Set an agenda for the call to keep your meeting focused and on track
  • If possible, send the agenda to the participants prior to the call
  • Make sure you are in a quiet location where you are not disturbed
  • Turn off call waiting, pagers or cell phones
  • If you are using a speakerphone, test the phone prior to the call to make sure equipment is in good working order. Try to use a speakerphone that is “full digital duplex”

Starting the Call

  • 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

During the Call

  • Ask for feedback from specific participants 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 participants in the discussion
  • Avoid moving and walking while speaking, especially if using a speakerphone
  • Promptly deal with any noises 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
  • If you are experiencing static or an echo on your call, press *0 to ask the operator for assistance