Guidelines for Conference Calls
Moderators should be on time
A moderator should arrive a few minutes early to greet each of the participants, and let them know when everyone is present and ready to start the call.
Always introduce yourself when speaking for the first time
It is important to introduce yourself when first speaking as other participants may not recognize your voice.
Avoid putting your phone on HOLD
Putting your local phone on hold could introduce music into the conference, so when considering the hold function please use *6 instead. Otherwise your hold music will play into the conference call, and make it impossible for the other participants to continue the meeting in your absence! (Remember to un-mute yourself when you come back.)
Create an agenda and keep to your schedule
Remain consistent with the timeline and agenda as prescribed in order to respect the time of the other participants.
Clearly state when calls end
If participants linger after you have hung up on the call you will get billed. Ensuring that all participants understand when a call has ended will avoid any possible confusion so stay on the line and make sure everyone has left the call.
Sound Quality Issues
Our bridging equipment allows you to speak simultaneously with another caller without any loss of sound quality. This means, however, that any static or disruptive noise that can be picked up through your phone line will affect the conference, so you must ensure that you are speaking in a quiet environment.
How to prevent sound quality problems
- Avoid speakerphones as they will introduce background noise into the call.
- Avoid mobile or cordless phones as they tend to pick up static.
- In the event that a cell call is required we recommend a stationary location where the signal strength is high.