Conferencing Best Practices

Handy tips you should keep in mind the next time you host a 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

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