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Conferencing Services

Conferencing Best Practices

Handy tips you should keep in mind the next time you host a TeleConference or Web Conference

Before the TeleConference or Web Conference

  • Ensure that the information in your teleconference invitation is 100% accurate
  • Clearly indicate the appropriate time zone
  • Prepare and distribute an agenda for the conference call
  • Assign a chairperson or moderator to control and direct the conference call
  • Provide the moderator with a list of anticipated participants
  • Prepare opening remarks
  • Anticipate potential questions or issues that might arise
  • Book your corporate boardroom well in advance of the conference call
  • Check the sound quality of the boardroom phone
  • For the best hands-free sound quality, always use a Polycom® or similar teleconferencing specific equipment

During the TeleConference or Web Conference

  • Place a “Do Not Disturb” sign on the boardroom door
  • Turn off all cell phones and pagers and forward other phones in the room
  • If possible, turn off the fans in the boardroom
  • Close the windows and blinds to soften the sound
  • Have drinking water available and use coasters for the glasses
  • Place presentation materials in Mylar sleeves to eliminate shuffling noise
  • Place coasters under the microphones to eliminate vibrations
  • If you wear dangling earrings, remove them to avoid distracting noises
  • Ensure that you start and end the teleconference on time
  • Never put the telephone on hold or answer a second line during the conference – music or tones will disrupt the conference call
  • Speak slowly and clearly
  • Begin your call by greeting the participants and reviewing the agenda
  • If a roll call is appropriate, use our automated roll call feature or have the operator perform the task
  • Identify yourself by name and location before speaking
  • When asking a question, address the individual by name and location
  • Use the Mute function on your phone when you are not speaking. If your phone does not have one, press *6 to mute your line and *6 again to un-mute
  • To keep background noise to a minimum, avoid unnecessary side discussions
  • If your line is accidentally disconnected, immediately redial the original numbers
  • Operator assistance is always available to all participants by pressing *0
  • Share these tips with your other conference call participants