Conference call guidelines

Before your conference

• Invite participants – send out joining instructions.
• Appoint a Chair – someone should lead the meeting.
• Record the conference – to save taking minutes on the phone.
• Check numbers – are correct (phone number and conference codes).
• Email participants’ names & numbers – if submitting a call out list.
• Choose your phone – landlines in a quiet area are best.
• Clear your phone line – turn off ‘call waiting’ and hold other calls.
• Be prompt – lateness may delay the start of the conference.

During your conference

• Arrival – the Operator will announce participants or the Chair can do a roll call.
• Who’s who? – identify yourself when you speak. Do so clearly and slowly.
• Off hold – do not use your hold facility. If it plays music, everyone will hear it.
• Breaks – if needed: just mute the line and place the receiver to one side. To rejoin, pick it up and unmute your line.
• Departure – the Operator will time check the conference 5 minutes before the end or the Chair simply hangs up.

Telephone key press options – commands at your fingertips: