Conference Call Etiquette is as important as face to face meetings!

Many of us get a bit too casual and perhaps too inconsiderate when we cannot be seen during an audio conference call. It is very important for all participants to be aware of general rules below to allow the time of the call to be most effective

Here are some great ideas to know and some to share to all BEFORE the conference!

Moderators should be on time

A moderator should actually be available early to greet each participant and let them know when everyone is present.

Always introduce yourself when speaking for the first time

It is important to introduce yourself when first speaking as others may not recognize your voice. Some of us actually sound different on speaker phone or on a global conference. And the call may well have people who are not acquainted with you.

Avoid putting your phone on HOLD

Putting your local phone on hold could introduce music into the conference.

Create an agenda and keep to your schedule

Remain consistent with the agenda in order to respect the time and schedule of the participants.

Clearly state when calls end

If participants linger after you have hung up on the call you will get billed! Actually say “This ends our conference!”

Sound Quality Issues

Bridging equipment allows you to speak simultaneously with another caller without any loss of sound quality. This means disruptive noise can also be picked up through your phone line and might negatively affect the conference. So you must ensure that you are speaking in a quiet room.

How to prevent sound quality problems:

• Avoid speakerphones as they will introduce background noise into the call.

• Avoid mobile or cordless phones

• In the event that a cell call is required use a stationary location where the signal strength is high.

  
  How to eliminate sound quality problems:

• Hang up and dial back in... Generally these sorts of problems clear up when the bad connection is terminated.

• Use the "Mute" button on your local phone as this may help isolate the problem. Then only "Un-mute" when you need to speak.

• If problems persist, contact customer service. It is generally best to contact them while you are experiencing the problem. If they can join you during the call and experience the problem first-hand, it helps them diagnose and fix the problem.
  

Ensuring proper equipment usage:

If possible, always use a phone with a handset that is hard-wired into the phone lines. Be sure to TEST the working condition of your equipment before an important meeting! Cellular or cordless phones are more likely to cause static or other distracting noise that they pick up in the airwaves.

Speakerphones pick up lots of background noise, and sometimes cause "clipping" because of the limitations of the equipment. If you are using a speakerphone, try to find one that is "full digital duplex"--this will allow all parties to speak at the same time with no clipping. And if no one in your room needs to speak, use the "Mute" button on the phone to prevent background noise from disrupting the meeting. When someone needs to speak, simply release the "Mute".

Turn off your call waiting. Some of our conferences are set to play a tone as an announcement of a new person entering the conference. If your line starts beeping with call waiting, it can be very confusing and disrupting to the meeting! Most call-waiting features can be deactivated by dialing *70 before dialing. Check with your local phone service provider if you are unsure how to deactivate this function on your phone.

For further information visit Namada Conferencing Services

or contact  Joseph Horton, Founder and President of Namada.com