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Conferencing Etiquette

DOs

  • Guidelines while speaking
    • Speak slowly and clearly. It is important to slow down the speech rate as you are not facing the person before you.
    • State your name before speaking. There may be participants in the call who may not recognize your voice.
    • When asking a question, name the person to whom your question is directed
    • Keep background noise to the minimum when speaking.
  • Your phone
    • If you are using a mobile phone, please ensure you use a touch-tone (tone dialling) telephone.
    • Avoid using parallel line for a conference.
    • While using a mobile phone, ensure you are in an area of strong signal reception.
    • If you are using a landline, turn all GSM phones “off” or keep them far away from your land line to avoid GSM signal interference.
    • Check your battery charge level before the conference.
  • Using Commands
    • It is normally suggested that all participants mute their lines when they are not talking (this will reduce noise levels in the conference). A line can be Muted by pressing *6.
    • Enter the commands gently but firmly.
  • Planning your conference
    • During festive periods like Diwali, Christmas, New Year, Sankaranti, etc, plan your call in advance to reduce the possibility of call / line / network congestion.
    • Please keep in mind the holidays and festive dates of other countries as well. Sometimes the calls do not get through during important days due to festivities and holidays overseas.

DON'Ts

  • Guidelines
    • During a conference call, do not carry on a side conversation with your lines un-muted. You can mute your line by pressing *6.
    • During a conference call, do not put your phone on hold, as it may play an “on hold” message or music, disturbing other participants in the conference.
    • Use the self mute option *6 if you are going to be in an area of high background noise, such as a mall, on the street, or in traffic.
    • Do not enter the touch-tone commands from your telephone keypad slowly, as they may register as a double-entry, and not have the desired result.
    • The phone you are using for the conference should be kept clear of any other electronic equipment to optimize clarity.
    • While in a conference call, avoid sitting directly under a fan or Air Conditioner as it adds to noise during the call.


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