If you’re trying to plan a meeting with participants from a many locations, it’s hard to beat successful teleconferences. Travel time is eliminated, attendance is greater, and more is accomplished. But none of this matters if the audio isn’t clear. CompuScripts regularly hosts teleconferences at our Columbia Videoconference Center, so we’d like to explain how teleconferencing works and give you some tips for successful teleconferences.
During a teleconference, participants connect through a conference bridge that can answer multiple calls simultaneously. Whether the teleconference is being attended by 2 people or 20, it starts when participants call a designated number and then enter an assigned PIN to join the call. Participants then talk to each other as they would during a physical meeting.
Attorneys in many categories of litigation regularly conduct business via teleconference. One group who could benefit from a successful teleconference is attorneys who are parties to multidistrict litigation, or MDL. Complex MDL can often involve repetitious experts, and if cost sensitivities are in play, attending expert witness depositions via teleconference provides great savings of time and cost.
Business etiquette governs the way you dress and behave during a physical meeting, and there are also rules for teleconferences. The folks at For Dummies have put together a common-sense guide to minding your matters during a teleconference. First, dial in on time, making sure that you dial in from a quiet location. Next, turn off your call waiting so others don’t have to listen to your notifications. Then, identify yourself before speaking, and address those to whom you are speaking by name to avoid confusion. Also, make sure you refrain from unconscious habits such as tapping the table or clicking a pen. Finally, never put the call on hold during a teleconference so as not to broadcast your hold music to the group.
Just as there can be problems during a physical meeting, issues can arise that prevent a successful teleconference. Generally, most have to do with the quality of the audio. CompuScripts has been hosting teleconferences for years at our Columbia Videoconference Center, and we’ve put together a checklist of problems that could hamper a successful teleconference and how to solve them.
White noise is the airy, hissing sound that is sometimes present in the background during a teleconference. One way to eliminate white noise is by having participants mute their own phones if they are not speaking.
An echo is fun at the Grand Canyon when you’re 11, but echo during a conference call can be distracting. An easy way to get rid of echo in the audio is to turn off your phone’s speakerphone mode.
That popping and crackling you hear may not be coming from the phone. The culprit could be other devices that are plugged into the phone line, such as fax machines, answering machines, and even other phones. Therefore, be sure to unplug all necessary devices to decrease the chance of audio interference.
In addition to videoconferences, CompuScripts Videoconference Center can also host a successful teleconference. Our teleconference suite is located at our main office in downtown Columbia, but we can also set up teleconferences in our Greenville and Charleston locations. Contact CompuScripts to schedule your teleconference now.