Conference Call Tips

Create an agenda and stick to it

Create an agenda for the conference, and distribute this to the participants at least a day in advance. On the conference, remain consistent with the agenda and timings in order to respect the time of the participants.

Host should arrive early

The conference host or organiser should arrive a few minutes early to greet each of the participants and let them know when everyone is present and ready to start the call.

Introduce yourself

Always introduce yourself when speaking for the first time. If you don’t, other participants may not know who is speaking.

Avoid putting your phone on hold

Putting your phone on hold could introduce music into the conference. You should always use the *6 mute function instead. Otherwise your hold music will play into the conference call and make it impossible for the other participants to continue the meeting in your absence. Remember to un-mute yourself when you come back, by pressing *6 again.

Clearly state when the call ends

If participants linger after you have hung up on the call, you will be billed! Stay on the line and make sure everyone has left the call. By ensuring that all participants understand when a call has ended, you will avoid any possible confusion.

Sound quality issues

The Budget Conferencing equipment allows you to speak simultaneously with another caller without any loss of sound quality. This means, however, that any static or disruptive noise that can be picked up through your phone line will affect the conference. You must ensure that you are speaking in a quiet environment.

Prevent sound quality problems

  • If possible, 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.
  • Avoid speakerphones as they will introduce background noise into the call. 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” button.
  • Avoid mobile or cordless phones as they tend to pick up static. If you really do need to use a mobile phone, we recommend a stationary location where the signal strength is high.
  • You may hang up and dial back in… Generally these sorts of problems clear themselves up when the bad connection is terminated.
  • Turn off 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 dialling *70 before dialling. Check with your local phone service provider if you are unsure how to deactivate this function on your phone.
  • If you do experience any problems, you can contact our live operators 24/7, by pressing *0. It is generally best to contact us while you are experiencing the problem. If we can join you during the call and experience the problem first-hand, it helps us diagnose the cause of the problem.

Web Conferencing Tips: