Be a Courteous Host
Consider your participants and corporate culture when scheduling a conference call. (i.e. what time zones are involved? What is the call duration? Etc.) On longer calls, for example, schedule a short recess or allow participants to take breaks as needed. Remind your participants not to place their lines on hold, as many office PBX’s will play music into the conference.
Use the Right Equipment
Avoid cellular, cordless and speaker phones due to static and additional background noise. Also, keep in mind that some speaker phones don’t allow you to speak and listen at the same time, effectively “clipping off” parts of the conversation.
Determine the date, start time and number of participants. Be aware of time zone differences. Contact your Account Manager to schedule an operator-assisted conference.
Notify the Participants
Communicate the date, time and time zone of your conference to all participants in a calendar invite. Include instructions for how to access the teleconference by providing the dial-in number and Conference Code. Include in your e-mail or calendar notification the moderator’s name, start/end times, subject and agenda. Also, let participants know of any preparation needed prior to the conference.
Add a Web Presentation
Aitelephone Select offers several web conferencing products that integrate with your conference calls. Add a visual element to your conference calls to enhance productivity and engagement.
Eliminate Ambient Noise
Avoid the need to shuffle papers/materials when you are speaking. Some speakerphone microphones will pick up these sounds, and it becomes very distracting.
- Email Pre-Notification – Remind your callers about the upcoming call to which they have already been invited.
- Dial-Out Participants – You can connect each participant personally by utilizing dial-out features. This can be performed by an operator as part of our Virtual Attendant service. This is extremely useful for international callers.