The world of teleconferencing has progressed rapidly over the past few years. Limitations are becoming scarce as technological advancements have allowed this industry to become even more accessible across the globe. With such evolution occurring it is important to understand the basics of teleconferencing and why choosing a reliable teleconferencing provider is crucial.
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You’ve been trying to load a file into your conferencing platform for five minutes, but it just won’t work. You can hear tapping feet and sighs of frustration on the other end of the line as your colleagues become impatient awaiting the material. After some time, you give up and resort to email—a process that takes extra time--forcing attendees to leave their conferencing platform to obtain the file.
When conducting an audio conference it is strongly suggested to have one primary topic to focus on in order to limit the length of your conference call.
In order to prevent people from cutting each other off, or speaking over one another during a conference call, we suggest the use of a “round-robin” method. More specifically, the moderator or whomever is in charge of the teleconference calls on each of the participants and asks for their comments. That same order of participants would then be used for each discussion point being covered. This allows for a formal and organized method of making sure everyone gets a chance to speak. To help do this, try using the participant list and follow its order.
Running late happens, but do your best not to be late for any phone conferencing appointments. It is always best to arrive about five to 10 minutes early so you can become comfortable with the audio conferencing software and ensure that all participants know what to do once they connect. This also allows the meeting to start on time and avoids the distraction of late entrants.
If you have ever held a conference call, chances are you were talking to your attendees for a particular purpose or reason. For that reason, we suggest that you send a quick thank you note or the meeting minutes via email upon completion of the conference call. This will help to transfer content that was discussed during the call to a written format for further follow up. Lastly, it will also allow anyone who may still have had a question or comment that couldn't speak during the audio conference, a chance to share their information with fellow attendees.
It is common place when you're in a meeting in person or even a video web conference, to make eye contact with the person to whom you want to respond to your comment or question. This in turn, alerts that person and cues them respond to you. However, you will not have the luxury of making eye contact during an audio conference. As such, it is recommended that you say the name of the person with whom you wish to speak prior to asking a question or making a statment. For example, you would have to specifically ask an attendee - "Ron, where do we stand on those TPS reports?"
Often times, when conducting an audio conference there will be lulls of silence between people speaking. As the host, you can avoid this silence by acting as a presenter. More specifically, by using various talking points to fill lin lapses in the meeting you can keep the meeting moving along, while also preventing you from wasting time and having to depend on others for ideas. Lastly, filling the lulls of conversation can also make participants feel that you are well versed and providing useful and/or relevant information.
When scheduling your conference call, make sure to keep all the varying time zones that your participants may be dialing in from, in mind. Furthermore, if participants from across the country or abroad are going to be included, make sure to schedule the conference call in the time zone that is most convenient for the majority of participants. Lastly, make sure you notify your participants of what time zone your scheduled time reflects.
At the end of many conference calls, the leader or moderator will ask if there are any more questions or comments. If everyone in attendance chimes in with “not me,” “no” or any other similar response, it can create chaos and clutter. It is for this reason that it is best not to say anything at all, unless you have a real question or comment relating to the meeting.
When conducting an audio conference, it is recommended that the host creates a list of all individuals that are to attend the audio conference prior to the event, and make a note of the names of people as they join. By doing so, the host will know when everyone who is expected has arrived begin by checking off names as the individuals connect. This will help clear up any confusion on if everyone is present and will give the host an exact point that he or she can begin the audio conference.
It can be tempting to start talking when you have something to say on a conference call, but it is important to wait your turn and avoid the temptation to interrupt the person currently speaking. The reasons for this are actually two-fold:
First, there are some conference bridges that are configured only allow one person to talk. As such, if you begin talking while someone else still has the floor, there is a good chance that you may unknowingly cut the speaker off before they are done speaking. Second and more importantly, waiting your turn is really a simple matter of politeness and conference call etiquette.
If you are the phone conferencing organizer, put together a clear agenda for the meeting and make sure everyone receives a copy prior to the start of your meeting. It is recommended to include the agenda with a reminder email about the phone conference, to help ensure it is received by your participants. Once the conference call begins, follow that agenda as closely as possible to keep yourself within time constraints. When other people will be presenting, make sure you delegate their roles ahead of time so all speakers can be fully prepared.
When conducting an audio conference, it is important to designate one person to moderate and lead the call, to have it run more smoothly.The person you designate to moderate the conference call will ensure the meeting stays on track. Business professionals run busy lives, so time is of the essence. As such, it is important to keep the meeting within the designated time constraints to avoid conflicts with anyone’s schedule. This is especially important when there are a large number of people on the call. If everyone wants to talk, the call can easily run too long. By having one person moderating the call, everyone will have a chance to talk in an organzied manner.
Background noise can be a major distraction during phone conferencing. Audio conferencing best practices tell you to put your microphone on mute when you aren’t talking. However, when you need to talk, make sure you eliminate as much background noise before you unmute yourself. Some common types of background noise include wind noise, other conversations in the room, noisy pets, active children and even typing on a computer. If possible, find a quiet place from which to attend the meeting.
Attending a meeting from the comfort of your home or office often means plenty of distractions going on around you. You may be tempted to check email, answer a co-worker’s question, tackle the pile of work growing on your desk or any number of other small tasks. During conference calls, it isn’t uncommon for the speaker to ask an individual attendee an answer. If you aren’t paying attention, it will be obvious. You will have to ask the speaker to repeat the question, which can be embarrassing for you and frustrating for everyone else. Paying attention will avoid these problems.
Bad habits seem to be prevalent in phone conferencing because you aren’t face to face with the other individual. Showing up late, holding side conversations with others in the room and forgetting to put your phone on mute to avoid creating distractions are all common occurrences on a conference call. While most people are familiar with proper etiquette in situations, such as eating dinner or even attending a business meeting in person, where is the etiquette for audio conferencing? These audio conferencing best practices will bring good manners to your next call, while ensuring that you make the make the most of Onstream Media's services.
Years ago, making an international conference call was a pricey venture and also lacked in quality, making it difficult to conduct business across oceans and around the world. Back in the mid-1900’s when audio conferencing was first introduced across international lines, a live operator was required. Today, with all the changes in technology that have taken place, international phone conferencing has changed for the better. All users need to do is dial a specified phone number and enter their access code to be immediately connected to others around the world. In addition, an operator is no longer needed.
With today’s global economy, it is more important than ever for individuals and companies to be able to reach a global audience. While the Internet and online conferencing have made it easier to reach people around the world, this doesn’t mean phone conferencing is a thing of the past for international conferences. With the use of smartphones, you will notice that just about everyone is using their phones on a regular basis. This makes audio conferencing one of the best ways to stay in touch with a global market.
In the business world, the days of having to meet in person or hold a call between two or three people are in the past. Today, most businesses are making use of conference call software and webinars to hold those important meetings with clients and colleagues across the country and around the world. Before your business joins this new trend, it is important to find one of the best providers in the business. Infinite has consistently ranked well with Top Ten Reviews, providing their users with top-notch services.
If you are the person who is in charge of managing the large-scale audio conferencing for your business, you are aware of the extreme stress setting up these conferences can create. The pressure is on to do everything exactly right, from the setup of the conference through to its completion and follow-up. However, even when you are the person who is in charge, you don’t have to deal with all the stresses on your own; you can make use of an operator assisted call.
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More businesses today are allowing their employees to work from remote locations, either full time or part time. However, this doesn’t negate the need for holding meetings that involve these employees. With the help of Onstream Media's web conferencing tools, businesses are able to continue conducting those meetings, no matter where their employees are located.
Many businesses are looking for ways to make their meetings easier for everyone to attend and to hold impromptu meetings without causing major disruption to the work day flow.As such, more companies are choosing to use web conferencing or phone conferencing to hold their meetings between employees. In addition, the latest advances in conferencing software allows businesses to hold more of these meetings with improved functionality and time saved.
Audio conferencing has grown in popularity with businesses. If your business is considering adopting this useful tool, you need to be able to evaluate the benefits of each conferencing provider and weigh it against the costs. With the following tips, you will increase your chances of finding the right audio conferencing company to meet your business’s needs without spending too much money.
When you are involved in the business world, you realize the importance of being able to conduct a conference call on a whim. However, in the past, audio conferencing was only available if you set up the appointment ahead of time to reserve your time slot. Today, advances have been made in this technology that allow you to conduct these conference calls without having to make a reservation ahead of time. Starting in the 1990s, this form of conferencing via the phone lines has grown to include a variety of features that make using it even easier.
Today, more companies are making use of web solutions to allow their employees to telecommute several days a week. While telecommuting can be beneficial for the employees, it is also beneficial for the organization as a whole, saving money in several areas. If you are contemplating the option of allowing employees to telecommute, consider the following to help you weigh the benefits against the costs.
While some people prefer to meet in person, it isn’t always possible because of the distance between those involved in the meeting. In this world where technology has allowed anyone to reach out to people anywhere in the world, the use of conference phone systems has increased, allowing people to share ideas, no matter where they are. However, finding the right phone system requires you to take into account the size and acoustics of the room in which the phone will be located. With the changes in technology and designs, choosing the right phone can be even more difficult for companies.
It’s not unusual in this increasingly global marketplace to find an organization with multiple offices filled with employees who must work together – despite location – to meet the needs of customers. It would seem almost impossible to hold regular department meetings without incurring the costs of travel and productivity downtime.
Any business owner or organization will benefit greatly from an enhanced flow of communication, and that is exactly what an operator assisted call provides. Since most businesses routinely rely on teleconferencing, operator assisted calling can be an invaluable aid in facilitating contact for both existing and potential customers.
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