Good Protocol For Business Audio Conferencing
Topics: audio, conferencing, protocol, participants
Successful audio conference calls rely on several factors. Some will be of your control, such as call quality or software capability. However, certain factors such as etiquette and protocol depend on the users and their efforts to ensure a smooth and effective conference.
Good preparation is quite often the key and the call chairperson should be responsible for this. They should ensure that a preparation checklist includes testing the facility, testing the connection and informing the participants of the details of the activity such as time, dates and how the call will be run.
The call chairperson should test the audio conference facility before the actual activity is held to ensure that the voice reception is clearly audible. This is very important because, in most cases the communication will be done using the spoken word. If there are any delays or interruptions in audio then this will leave other users confused and frustrated.
Assuming that the call chairperson has made necessary arrangements and has thoroughly tested the equipment then it is up to those on the call to make sure it is successful. It is quite common for new participants to want to interject in conversations and speak while others are talking. This can be very distracting for the person speaking and can also annoy others. It is good practice to listen carefully for the conference protocol, which is normally announced at the start of the call. If there is no announcement it is usually wise to speak when spoken to or to wait your turn. Usually there will be a function built into the call to allow you to raise your hand (virtually) which will inform the chairperson you wish to speak. This then gives you a chance to raise your points, without interrupting others.
Quite often on busy calls, stray noises from users can cause unnecessary distraction and can aggravate those that are speaking. This can be noises like keyboards tapping, mobile phones ringing and background chatter. The person(s) making the noise are usually completely unaware they are doing it, but for others it is very audible. This can be very simply sorted by observing the muting system with the call. It is normally done via your handset, but some systems are different from others, so do check.
By following a few simple steps you can do your bit to ensuring that your audio conference runs smoothly with minimal interruption or interference. On particularly busy conference calls with 25 or more users it is greatly appreciated if all users can do their best to stick to the protocol as issues are generally increased with greater numbers.
Peter Bennett is CEO of Ozone Conferencing Limited. This article was prepared for small businesses wanting to know more about audio conferencing. For more articles like this please visit www.ozoneconferencing.com
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