Teleconference calls
It was decided at the September 17, 2005 NCNY Council meeting, that with the increase in mileage reimbursements due to the rise in gasoline prices, use of the conference calling procedures is encouraged for conference teams and committees. Below are guidelines to proper teleconferencing etiquette and information on setting up your teleconference call.
To set up an NCNY Conference call
Information and Etiquette
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The following information and suggested guidelines may be helpful to new users of an automated teleconference system.
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Before the Call
- Avoid environments with potential distractions or interruptions (e.g., animals, children, staff or street noise in the immediate vicinity)
- Each participant should call in separately to maintain the high quality of the teleconference line
Equipment
· Landlines are best
- Cell phones are discouraged because of static and potential for “cross talk”
- Teleconference lines have severe problems with computer-internet based calls
- If using a portable phone, use only 900 MHZ (or higher) models and stay close to the base to avoid static
- Avoid use of the speakerphone function unless multiple parties for the call are present in a single location
- A MUTE feature is recommended for phones and headsets
- Call waiting should be disabled (instructions can be found in the front of most telephone books)
- Ringers on additional lines should be silenced
- Always avoid the HOLD feature – music will play and make it impossible for the other participants to continue the meeting
During the Call
- Only invited participants should be present for the call
- For the most efficient use of all participants' time, follow agenda items and limit tangential discussion
- Dial the assigned teleconference number at the scheduled time
(see above for reminders about equipment choices)
- A busy signal indicates an incorrect dial. Check the number and dial again
- Participants should state their names to identify themselves to the entire group when speaking
- If joining a call after it has begun, wait to be welcomed before joining the discussion. A tone will indicate when a participant has joined the group and Premier will announce the name
- Two beeps will sound when a participant exits the call
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Teleconference/Web Conference Etiquette
The bottom line is common courtesy and consideration. This is as true on a conference call as it is in a conference room.
Information exerted from Telespan and Houston Business Journal.
During a teleconference/web conference, it is important to make certain that all the participants are interacting in the most time efficient and effective manner. The following tips are easy guidelines to follow to increase the professionalism of your meeting.
Entering the Conference
“Enter Tones” will sound when a participant enters the call. Upon entry into the conference, it is recommended that you state your name and affiliation.
A second option, called “Roll Call”, requires each participant to say their name before they enter the live conference. This option is useful to those who feel it is important to have this information as a part of their conference and for the opportunity to obtain roster updates any time during the call.
During the Call
1. Who's Speaking . State your name before sharing an idea or commenting during the call.
2. Acts of distraction . When a speakerphone is used, incoming sound is typically cut off when background noise is detected. Shuffling papers, typing on a keyboard and side conversations all break up the conference unless the phone is muted. If muting the phone is not an option, put other tasks on hold. If at all possible, avoid extraneous sounds (i.e., music, coughing, talking, eating) since these sounds may be bothersome to the other participants and may make it difficult for some to hear the ongoing conversation.
3. Speaking . It is always recommended that everyone should take turns speaking. All will hear if only one person speaks at a time with no secondary or competing conversation.
4. Putting Your Phone on “Hold”. NEVER put your phone on “Hold.” Many telephone systems have "Music On Hold" features. It is also possible for another employee to inadvertently pick up the line on hold and disrupt the Conference call. It is recommended you use the “Mute” feature on your telephone or hang-up and redial when your interruption is completed.
5. Use of Cell Phones . Cell phone usage is possible but not recommended. All of us are subject to the many inconveniences caused by this usage when cell phone service drops or picks up static. Unfortunately, no one has control over the call quality when any participant decides to use his or her cell phone.
6. Use of Headsets . Headsets can be very useful while attending a Conference call. They allow for freedom of movement, help ergonomically, and may help a participant hear better. Again, the quality of these devices varies so be cautious with their use.
7. Consider the location . Before joining the call, consider the surroundings. For example, babies crying in the background of a call made from home and static or crowd noises in the background of a call made from a cell phone will seriously hinder the meeting's productiveness. If dialing in from a less-than-ideal locale is necessary, take advantage of the conferencing providers' means of muting the line.
8. Legibility matters . When using instant messaging or annotating a slide or document, type in brief, clear language using a large font that can be easily read. Reread messages before sending to minimize grammatical or spelling errors.
9. Be a good “listener”. Resist the temptation to read and respond to e-mails or work on other PC documents while on a Web conference. The leader may ask for input on the last slide, pass control of a document, or send out a poll for response.
10. Graphic traffic . Keep the size of presentations manageable for participants on slower dial-up Web connections. Limit the amount of graphics or other nonessential content unless all participants have highspeed connections.
11. Don't get caught passing notes . The ability to chat with other participants during the Web conference opens the opportunity to share ideas between attendees. Don't abuse the tool. Often the leader can see how much side chatting is taking place.
| NCNY Conference Committee Teleconference Call Form
(to be completed by moderator)
Date of Call: ________________________
Committee: ________________________
Time of Call: ________________________
Department To Be Charged: ________________________
Signature of Person Initiating Call: ________________________
* Phone # of Person Initiating Call:________________________
(Control Number)
Please return this completed form to Pat Toukatly at the conference office as soon as possible! Please keep a copy for your records.
All necessary call account information located below!
NECESSARY TELECONFERENCE CALL ACCOUNT INFORMATION
1) Access Number: 1-(866-)587-0333
2) Meeting Number: *9426881* (MUST HAVE * SIGNS IN NUMBER)
3) Pin Number: (Moderator only) Please call Pat Toukatly at
the Conference office for number!
STEPS TO ACCESS YOUR CONFERENCE CALL
1) Dial the Access Number
2) Enter the Meeting Number, including BOTH * signs
3) Moderator - Enter the 4-digit PIN preceded & followed by the * sign
4) Please note that the PIN is only required by you (the moderator)
and should be kept confidential from participants!
5) To end the conference call and disconnect all participants, please dial * 9 *.
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