fly Conferencing Tips

• Plan ahead for an efficient and effective meeting. In the conference invitation, inform participants of the purpose, agenda and time limit for your meeting.
• During the meeting, encourage participants to stick to your agenda and time limit!
• Forward the Audience Invitation to each individual invited to attend. This will provide them all the information they need to quickly and easily enter you're audio and web conferences.
• Distribute any documents ahead of time, or better yet, plan a web conference for sharing documents and applications.
• Dial in to your conference 5 to 10 minutes before the start of your meeting to prepare yourself and to prevent your guests from waiting for you on hold.
• If a speakerphone is used, high quality equipment contributes to the audio quality and the success of the conference.
• Position the speakerphone so that all participants sharing the room can be heard.
• If a headset is used, ensure the mouthpiece is adjusted correctly.
• Start the conference with a roll call to confirm attendance and inform all participants of who is on the conference.
• Advise participants who are not actively speaking to mute their phones in order to eliminate background noise.
• Operator assistance is always available by pressing *0 on your touch-tone phone.
• Ask participants to identify themselves when speaking. When asking questions, address individuals by name to avoid confusion.
• Host and participants should avoid placing the conference call on hold if their phone system plays music on hold - the music will be played across the conference call. Use the mute key instead.
• Try to avoid extraneous noise (side discussions, paper shuffling) that may interfere with participant's ability to hear during the conference.