God Is Speaking Via The Internet and Bringing the World to an End
After this lawyer reported the bad call to the Managing Director, he called the conferencing company to find out what had just happened. The company representation said that, "Oh, you have 30 day expiring pass codes. If you want the pass codes to be permanent, you have to pay a charge of $5. per pass code per month." With 100 sets of pass codes, the firm would have to pay an extra $500. per month just to keep them active.
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After hearing this, the Managing Director became very angry, resulting in a phone call to our company, which led to his firm switching their service over to us.
Repeat this after me, "You should never have to pay a monthly fee for a pass code." Pass codes are free. There is an unlimited number of pass codes that can be assigned to a conference bridge. Every employee in your company or organization can have a free pass code. They never run out. Don't be fooled by this new ploy to get your money.
5. Using Poor SIP Phones
With the advent of digital technology, more telephone equipment has migrated from old analog technology to new digital technology using the Internet. Telephone service has migrated also to Voice Over Internet Protocol (VOIP), which is reliant upon good Internet bandwidth for clear transmission of voice calls. Many business telephone systems are changing to this new format and they have become dependent upon having enough bandwidth for clear voice calls. Some of these telephone system providers, which use Session Initiation Protocol (SIP) do not provide enough bandwidth and therefore the voice quality is sacrificed. The voice can fade in and out. There is cracking or popping on the line. It is just a horrible experience.
When a moderator or conferee comes into a conference call with a poor SIP phone, it can cause havoc on a conference call. No one wants to hear popping, crackling or voices fading in and out. The immediate solution is to use another phone. The longer term solution is to call your phone system provider and have them fix the bandwidth or the phone itself. If this does not correct the problems, then it is time to switch phones. Be sure and test new phones out before buying them.
6. Using Your Speakerphone as a Moderator
Some people just love using their speaker phone, both on their cell phone and on their business phone. This is just fine if you keep your mouth within a reasonably close distance to the phone's speaker for the duration of the call. However, some moderators love to walk and talk. This presents a problem, because when a person walks away from the microphone, their voice fades out. When you add multiple parties in the same room around the speaker phone, the microphone will pick up any conversations within the room, causing disruption in the call. Consequently, when a moderator uses a speaker phone, they have to be extremely careful to stay at a constant distance from the microphone. The moderator should also caution all of the parties within the same room to refrain from talking amongst themselves while the call is proceeding.
7. Moderator on a Cell Phone: The Kiss of Death
Recently, the number of participants on cell phones in a conference calls exceeded the number of participants from business phones. If you are a conferee on a call, you are probably okay to participate via cell phone. You just need to insure that your surroundings are in a quiet setting. However, if you are a moderator on a conference call using your cell phone, you should be aware of certain procedures that can ruin your calls and which you must avoid.
When you set up your conference service with a conference moderator, regardless of the type of phone you are using, you have to specify whether you want your calls to end when you, the moderator, hang up or if you want participants to continue to be able to talk after you hang up. If you want the call to end when you, the moderator hang up, this feature is called "automatic disconnect when moderator hangs up". This means that on all of your calls when you hang up, all of the other parties are automatically disconnected.
The problem you have with being a moderator on a cell phone with this feature is that if your cell phone fades out for whatever reason and disconnects in the middle of your call, all of the parties will be disconnected also. They can all dial back in and be reconnected, but if this keeps happening on your calls, participants will get frustrated and not call back in.
This issue becomes problematic when you are mobile or traveling in a car and go under a bridge or enter a dead zone. Your phone disconnects and boom, your call is toasted. Therefore, when setting up your conference service, consider selecting the option to allow your conferees to stay connected until they hang up.
Remember, it is okay to participate with a cell phone as a conferee on a conference call. It is as a moderator of a conference call that you have to be careful and consider the options available for you when you set up your conference service.
So there you have them, the 7 Pitfalls That can Ruin Your Conference Calls. Now you are educated and can put this information to good use with your conference call etiquette. I wish you much success with your conference calls and your future endeavors.
Mike Burns has been in the conferencing industry since 1971, having originally worked for Southwestern Bell and AT&T. In 1989, Mr. Burns founded Conference Pros International and in 2000, Mr Burns founded A+ Conferencing, a conferencing provider that sells exclusively through master agents and resellers. Mr Burns speaks and writes about the conferencing industry frequently.
I am frequently called by individuals that are concerned that they are not communicating effectively in business. They are concerned that they don't present well, they don't project their voice and they tend to speak too quickly. However, they forget about the telephone. When I call their voice mail to leave a message I cannot even understand their name. The following tips will help you to craft a perfect voicemail.
Keep it short: The ideal voicemail greeting should be no longer than twenty to twenty-five seconds. This is especially important in light of the fact you will most likely have many repeat callers who would prefer not to listen to a lengthy greeting each time they call.
Eliminate background noise: While you may not notice the noise around you at your work space, background noise like ringing phones, chatting coworkers, or a noisy heating system will be very noticeable to your caller. In addition to sounding unprofessional, this background noise can make your greeting difficult to understand. Find a quiet location before recording your greeting.
Project your voice: Many people don't realize how important it is to project their voice on the telephone. Be sure to take a breath from your diaphragm to project a strong and confident voice.
Practice: In order to create the smoothest greeting possible, write down what you want to say in advance. Then, read it aloud several times before recording, so that you can say the entire greeting without stumbling or taking unnatural pauses. Most smartphones have a voice recording app on it. Use it to practice until you are quite pleased with the results.
Your message should contain the following elements: A greeting including your name, company and position; a brief statement that you are unable to answer the phone at the moment; a request for the caller to leave a message; and if possible, a way to receive immediate assistance if needed (e.g. a secretary, receptionist, or alternate department).
Slow and clear: Most importantly, take care to speak even more slowly and clearly than usual. Your first name and last name must have a pause between them. Be sure the person calling is able to understand your name and the company name. This is often the first step in getting to know you. You want to be sure to leave a positive first impression.
It doesn't matter how well your greeting is crafted if no one can understands it!As more and more customers are migrating to Microsoft Office 365 with Lync, they need to upgrade their communications experience by adding "bridge quality" audio conferencing to their system on a "pay as you use" basis with no additional monthly fees. This service will enable Lync users to hold excellent voice quality, Public Switched Telephone Network (PSTN) conference calls with other Lync users and non-Lync conferees combined.
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