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  • The Redback Team
  • The Redback Team

    8th February 2018

Best Practices for Teleconferencing

Before Your Teleconference

  • Send out a clear and concise agenda
  • Clearly identify what is expected of your participants
  • Include teleconference details and any special instructions
  • Send regular reminders during the lead-up
  • If you have more than 10 participants joining, consider turning off your entry/exit tones as they can become disruptive during large calls
  • Ensure all your participants are aware of the Redback Customer Support Command -*0
  • If you have participants dialling in from international locations ensure they have the correct International Toll Free Number

During Your Teleconference

  • If you are a participant, attend on time
  • If you are an organiser, attend several minutes early
  • Identify yourself as you enter the teleconference
  • To minimise background noise, use your phones mute command when you are not speaking
  • Only use a speakerphone as a last resort, headsets are a much better option
  • Always state your name when you begin to speak
  • Never put your line on hold to answer another call. This will play your “on hold” music into the teleconference for everyone to hear – awkward!
  • If you have a glass or mug, use a coaster – they actually can be quite noisy!
  • If you are an organiser, familiarise yourself with the Redback organiser Touch Tone Commands document – you never know when they will come in handy!
  • Think about recording your teleconference – perfect to take minutes or send to absent attendees
  • As an organiser, engage everyone by asking frequent questions and calling upon people who have provided less input than others
  • It’s very easy to get distracted by other work while on a teleconference. Try to remain focused on what is being discussed by taking notes

After Your Teleconference

  • Send thank you emails to your participants as well as any follow up information promised – it’s a nice touch
  • If you recorded your teleconference send the recording to your participants whether they attended or not
  • Where possible, inform your participants of any upcoming teleconferences – get in early!

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