Audioconference Tips
Click here to get our checklist for planning your next WisLine audioconference.
We've put together a few tips and tricks to help you plan, present, and participate in a successful audioconference. For more tips and tricks, download our Connect with WisLine booklet.
For Moderators:
- Set objectives; write the agenda
- Reserve time on WisLine
- Notify participants one week in advance; distribute the agenda at that time
- Start the conference on time
- Open informally; greet participants and review the agenda; allow participants to introduce themselves
- Cover "ground rules" for participation at the start of the conference
- Encourage participation; give everyone a chance to contribute
- Direct questions to individuals rather than the entire conference; wait for a response
- Summarize frequently
- Keep the group on track; redirect the discussion to the agenda often
- Take a final "poll" of participants before closing the session
- Summarize all major decisions
- Plan for follow-up activities; set a time for the next meeting
- End promptly and distribute minutes or followup notes
For Participants:
- Take time to review advance materials before the conference
- Notify staff; keep the phone line clear; shut out distracting noises
- Be prompt; dial in and arrive for your conference on time
- Introduce yourself to the group as you join the meeting
- If you must leave early, let the group know
- Identify yourself by name each time you speak
- Have the agenda at hand
- Make sure you understand the "ground rules" of the meeting
- Ask questions; participate actively
Etiquette and Protocol in an Audioconference:
- If you are using a speakerphone take some time to become familiar with its operation prior to the conference.
- Avoid using extension telephones or chaining calls. This reduces the volume level and makes it difficult for others to hear you.
- For the best audio quality, a quiet room with no background noises is recommended.
- Speak directly into the telephone.
- Handle your telephone handset carefully; excessive movement creates noise which the rest of the attendees will hear.
- When your scheduled time is ended, exit the conference promptly. Check with the WisLine operator for availability of lines if you need to extend your conference time.
- It is highly recommended that you use a telephone with a mute feature. Mute your phone or teleconference unit whenever you are not speaking to block out background noise. Covering the mouthpiece with your hand does not block noise.
- If you do not have a phone with full duplex audio (most desktop speakerphones are NOT full duplex audio), consider using a headset microphone.
- If you have two or more people at a site, you can use a speakerphone designed for group use. More information about purchasing or renting a speakerphone is available here.
