Audio Conference Calls in an Integrated Room
Call quality is best when attendees on both sides of the call are using integrated audio/visual rooms with built-in audio conferencing technology. If an attendee does not have a conference room built for audio conferencing, a standard desk phone with handset or wired headset will suffice. Cell phones, speakerphones, or a desk/cell phone on speakerphone is never recommended. Call quality is only as strong as its weakest link.
Before the Call
Be respectful of everyone’s time.
- Test call with the far end. Preferably with the room you’ll be dialing for the actual call. If that’s not possible, call someone at his or her desk either at the other end of your call (aka far end), or alternatively, in the office you’re located in.
Prep the Room for the Call
- Close the windows and the shades.
- Close the door.
- Make sure to set the HVAC so it doesn’t turn on while in a call.
- Set the volume to a comfortable listening level for the room.
- Dial in and initiate the call at least 5 minutes before the scheduled start time.
During the Call
- The meeting organizer should introduce all conference members and then list best practices.
- Use the mute button when you’re not speaking to alleviate unneeded noise on the call.
- Use the “HOLD” button to avoid having the entire group listen to ON Hold music.
- Block table microphones with laptops, notepads, sheets of paper, etc.
- Have side conversations or rustle papers or tap the desk. These sounds will be audible to all attendees on the call.
After the Call
- Ensure that you have disconnected from the conference call before discussing the events of the meeting.