Conferencing Tips

Keep you and your audience focused on what's most important, your message.

Conference Call Etiquette

Make sure you are in a quiet location where you will not be disturbed.

Use appropriate equipment.

Speakerphones pick up lots of background noise, and sometimes cause "clipping" because of the limitations of the equipment. If you are using a speakerphone, try to find one that is "full digital duplex." This will allow all parties to speak at the same time with no clipping. And if no one in your room needs to speak, use the "Mute" button on the phone to prevent background noise from disrupting conference calls. When someone needs to speak, simply release the "Mute".

Turn off your call waiting.

Some of our conferences are set to play a tone as an announcement of a new person entering the conference. If your line starts beeping with call waiting, it can be very confusing and disrupting to the meeting! Most call-waiting features can be deactivated by dialing 70# before dialing. Check with your local phone service provider if you are unsure how to deactivate this function on your phone.

Be on time or early!

It is especially helpful for the host or chairperson of the call to arrive a few minutes early to greet each of the participants, and let them know whether everyone is ready to start yet. Your presence in these opening minutes will also help you head off any premature discussions the participants might begin before you're ready!

Introduce yourself when you begin speaking.

Others may not know your voice!

Don't put your phone on HOLD to do something else.

Your hold music will play into the conference call, and make it impossible for the other participants to continue the meeting in your absence!

Try to stay on schedule.

Stick to the minutes per topic laid out in your agenda, and be respectful of others' time!

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