Audio Conferencing Tips

Before the call…

• Ensure that the information in your teleconference invitation is 100% accurate.
• Clearly indicate the appropriate time zone.
• Assign a chairperson or Moderator to control and direct the call.
• Provide the Moderator with a list of anticipated participants.
• Check the sound quality of the boardroom conferencing telephone.
• For the best hands-free sound quality, always use a PolyCom or similar teleconferencing specific equipment.
• When using MS Outlook to book a conference call appointment, add ‘Dial In’ and ‘Passcode’ information to the location field.
• Turn off all cell phones and pagers and forward other telephones in the room.
• Close the windows and blinds to soften the sound.
• Place presentation materials in Mylar sleeves to eliminate shuffling noise in the meeting room.
• Place coasters under the microphones to eliminate vibrations.

During the call…

• Never put the telephone on hold or answer a second line during the conference – music or tones will disrupt the call.
• Speak slowly and clearly.
• Press *91 for administrators to privately hear the current participant count.
• 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 telephone when you are not speaking. If your telephone 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 by pressing *0.
• Share these tips with your other conference participants.