Audioconferencing Meeting Tips

Twelve tips that will make you a true audio conferencing professional.

We at OfficePlus are passionate to make your next audio conference meeting a great success. Please find below tips that will enhance your audio conferencing experience resulting in a more efficient and productive meeting.

ORGANIZING YOUR AUDIO CONFERENCE

While SCHEDULING an international audio conferencing call do specify the referred TIME ZONE. It is also important that rules of engagement like who dials who is decided well in advance.

The calling party needs information like DIAL IN NUMBER (do not forget to ask for country codes etc) along with any PIN or Extension that would have to be dialed to successfully connect the call.

Arrive early into the meeting room.

PRIOR TO THE AUDIO CONFERENCE CALL

Placement: Ensure that your conference phone is placed at the most appropriate location. If the meeting attendees are seated all around the conference table, place the audioconferencing system microphone right in the center of the table. If there are only a few people in the conference room, it is better for the attendees to seat themselves closer to the audio conferencing system.

Keep Clear: Make certain that paper or other objects are not blocking either the microphone or the speaker on the unit.

Call Flow: As per the agreed schedule either dial or receive the call.

START OF THE AUDIO CONFERENCE CALL

A formal introduction ensures that everyone knows who is present in the meeting. This is also a good time to set the volume of the call to the right comfortable level. It is good to understand too loud a level increases meeting fatigue and result in unwanted echo.

Summarizing on the agenda for the meeting right in the beginning virtually guarantees that the meeting stays focused.

Speak in a clear voice. The far-end will hear your better if you direct your voice towards the microphone on the audio conferencing unit.

DURING THE AUDIO CONFERENCE CALL

It is best to avoid side conversations as the microphones are extremely sensitive and may broadcast your private comments to the far end. To make classified comments, mute the microphones on your audio conference system.

If the audio conferencing call involves multiple sites, it is recommended for passive sites to mute themselves and only un-mute when they want to contribute to the discussions. This reduces the overall passive noise that may be picked up by the microphone resulting in a better experience.

Wrap up the call by thanking the participants and do not forget to disconnect the call before exchanging your meeting notes with your colleagues in the near end.

AUDIO CONFERENCE ROOM DESIGN SERVICES

While preparing this document we have assumed you are using an audio conferencing system. In case you are currently using a normal telephone or speakerphone for your conference call, we urge you to check out our range of audio conferencing systems.

To book your free demonstration or request a quotation just call us on +971 2 6767019.Alternatively send an email to audio@officeplusuae.com and our representative will be happy to assist you.