How To Set Up A Conference Call- You Will Be Amazed How Easy Conference Calling Really Is
In short, conferencing is simple. Any telecommunications-aided meeting conducted over a call between more than 2 participants situated in different locations is termed as a conference call. Sound Complicated? Don't worry, learning how to set up a conference call is easy.
Conference calls can either be made using a phone designed for calling out on multiple lines or by using a conference line or bridge where multiple parties can call in and connect together.
Widely used in businesses that require considerable co-ordination between employees, clients and partners, conference calls facilitate easy interaction between all individuals simultaneously. One could also opt for three way calling wherein a second outgoing call can be made while a conference call is going on.
To ensure that a conference call proceeds smoothly and the objectives are met, all the participants present should be given sufficient time for preparation. A brief agenda for the meeting should be prepared to avoid confusion later. When the participants are informed about the duration of a conference call, they can avoid any unnecessary waste of time.
How to setup a conference call
Conference calls can be placed in the local area or anywhere in the world. In the case of international calls, participants should be aware of the country codes as applicable. Certain information should be provided before making the conference call such as the date and time, name of the person presiding the conference, duration of the call, type of service (Meet me, toll-free, pass-code or dial out) and billing reference.
After installing the requisite software on the computer or phone, to login to the phone conferencing system, a login and personal identification number (PIN) is required that helps control access to the system. These confidential numbers help protect a callers personal information during the call.
Advanced On-demand Conferencing Commands
Certain codes are provided when a customer decides to place a conference call. These codes help in controlling the entire meeting
For e.g.:
00 - Ask for operators
## - Mute all lines
*#- Count the number of participants on the conference call
It is important to note that these codes can vary from one service provider to another.
If you are making a conference call for the first time, it is advisable to ask for the guidance of an operator to keep a tab on the time limit. In addition, certain steps should be followed while making the call. These steps are usually the same for different service providers though the codes could differ.
- Dial the access number followed by a # from your phone
- A beep is heard confirming the customer has successfully entered the conference room. Press # to invite a member into the conference, dial the destination number followed by the #.
- When a member answers, press # to add him/her.
- To add more participants, press # and wait for a prompt.
- After the conference, do remember to exit the system and confirm with the operator that the call is over. This seemingly simple step could help preventing excess billing.
To the uninitiated, a conference call might seem complicated stuff, but once you get a hang of it, you could simplify your business relations in a jiffy.
