Make sure you are in a quiet location where you will not be disturbed
Use appropriate equipment:
- 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
- Cellular or cordless phones are more likely to cause static or other
distracting noise that they pick up on 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.
Be on time or early!
It is especially helpful for the host or chairperson of the call to arrive a few
minutes early to greet each of the participants, and let them know whether everyone
is ready to start yet. Your presence in these opening minutes will also help you
head off any premature discussions the participants might begin before you're ready!
Introduce yourself when you begin speaking
Others may not know your voice!
Don't put your phone on HOLD to do something else
Your hold music will play into the conference call, and make it impossible for the
other participants to continue the meeting in your absence!
Tip: When you are using a Personal Conference Room, you may use the *6 function to
mute your individual line and avoid playing hold music; into the conference. (Remember
to un-mute yourself when you come back!)
Try to stay on schedule
Stick to the minutes per topic laid out in your agenda, and be respectful of others'
End the call clearly
Make sure all the participants know that that meeting is formally over, and stay
on the line to ensure that everyone hangs up. If they stay on the call, it will
show up on your bill!
Tip: If you are the chairperson in a Personal Conference Room, you may dial '99'
to terminate all connections to the conference.