Conference Call Help
Guide to Audio Conferencing
Benefits of Using This Guide
This guide is ideal for anyone wishing to learn how to coordinating and managing a successful conference call.
Invite your participants to your conference call
Send out an invite to your participants as soon as possible including the information listed below. You can inform them of your conference call by email, word of mouth, or fax. Please refer to your confirmation e-mail for pass codes and dial-in numbers.
Create an invitation:
When you invite your attendees make sure to include all the information they will need for the conference call. Point out the date and time and include an agenda as well, if you have one prepared. Your participants should access the conference call at least 5 minutes prior to start time to ensure the call can begin on time. Those who access the call before the moderator joins, will be placed on hold with music to listen to until the moderator activates the conference call.
Audio conference dial-in info:
Preparing for your conference call:
Start the conference call
It's your conference call, so be sure to call in on time! It always helps if the moderator dials into the conference a few minutes before the actual start time. This avoids confusion if your participants dial-in early.
To prevent any interruptions, turn off call-waiting. Most call-waiting features can be deactivated by dialing 70# before dialing into the conference.
Dial into the call using one of the dial-in numbers provided. You will be prompted to enter your pass code. You can find all of this important information on your confirmation e-mail.
Conduct a roll call to find out who has joined your conference.
Remind attendees to abstain from putting the call on hold, since some companies have hold music that would disrupt the conference.
Instruct all participants to clearly articulate their names when talking to avoid confusion. For example, "This is Monica, and I'd like to see an example of..."
During the conference call
To avoid confusion, ask for comments from individual attendees not from the entire group.
For the sake of time, postpone any discussions that are not related to the conference for later date.
Deal with any noise or interruptions as soon as possible before they affect the conference call.
Summarise the topics discussed and review any action items resulting from the call.
Clearly state when you are concluding the conference. Sometimes attendees can be left on the line not realising that the conference has ended. If this happens, you would be charged for those additional minutes.
Conference Controls:
| Control Feature | Control Code |
|---|---|
| Available to all Participants | |
| Help | *1 |
| Mute My Line | *6 |
| Unmute My Line | *6 |
| Change My Volume | *5 Increase / *8 Decrease |
| Moderator Controls | |
| Change Conference Volume | *4 Increase / *7 Decrease |
| Private Roll Call | *92 |
| Participant Count | *91 |
| Mute All | *96 |
| Unmute All | *97 |
| Lock Conference | *94 |
| Unlock the Conference | *94 |
| Terminate Conference | *93 |
| Turn Conference Security on/off | *31 |
| Record an Introduction | *32 |
| Sub Conference | *21 |
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