How to begin your call (leader):

1. Provide your participants date/time of call, dial-in number, conference code and security passcode (if enabled).

2. At the specified time, dial your reservationless phone number.

3. When prompted, enter your conference code and # key.

4. When prompted, press * to identify yourself as the leader, then enter your leader PIN and # key.

5. If the security passcode is enabled, you will be prompted to enter it now.

How to join conference call (participant):

1. At specified time, dial your reservationless phone number.

2. When prompted, enter your conference code and # key.

3. If prompted, state your name and # key.

4. If prompted, enter extra security passcode (if provided by leader).

Join conference, then press star (*) and number of command:

Command	Description	Comments
*0	Operator assistance	Group
00	Operator assistance	Private
*1	Dial out to participant	Contact sales or customer service to enable this feature.
*2	.Begin/end recording	Leader only command
*3	Change entry/exit method (name announce, tone, silence, etc.)	Leader only command
*4	Private roll call	Hear recorded names of participants.
*5/#5	Muteunmute all participants and multiple leaders.	Can be overridden by participant pressing *6/#6
*6/#6	Self mute/unmute	Eliminates background noise.
*7/#7	Lock/unlock conference	Prevents participants and operators from joining
*8	Allow/disallow conference continuation after leader exits conference.	Leader can prevent call from continuing. Leader only command.
*9	Start/join sub-conference	Leader only command.

 

Command	Description	Comments
11	Bypass conference start	bypass hold music to start call. Leader only.
*51/#51	Lecture mode on/off	Mutes entire conference except all leaders. No override available.
#99	Leader disconnect	All lines will be disconnected except leader's.

Also, press *# for private participant count and ** for recorded keypad commands.

Announcements for Entry and Exit
At your option, the reservationless Conferencing system can sound a tone, replace the Participants name, or do nothing when participants enter or exit a conference.

Conference Lock/Unlock
This feature lets the Moderator lock a conference once all parties are present to keep the conference private. Attendants cannot enter locked conferences, but can ring the conference requesting that the Moderator unlock for attendant entry.

Mute/Unmute
The Moderator can collectively mute or unmute all lines in the conference except for the Moderator's line. The participants can mute and unmute their own lines to help control distractions and interruptions.

Roll Call
The system automatically tracks the number of participants on a conference. Any Moderator or Participant can check the number of people in conference at any time. The system announces the count privately to the requester.

Quick Start
As a rule, conferences do not begin until the leader enters the conference. Until then, all participants are silenced with music. However, your account can be configured to allow the Moderator to use this feature so that the conference begins as soon as the first Participant arrives. In this scenario, Participants who arrive before the Moderator may talk to one another before the conference actually begins. Though the Quick Start feature offers less security, it allows unplanned meetings to occur whenever needed or permits conferencing when the Moderator is unavailable to start the conference.

Conference Preparation:

1. Plan an agenda for your conference
2. Determine who has a need to attend your conference
3. Distribute the conference agenda to Participants
4. Notify Participants of conference time, date, dial in number and pass code
5. Tell Participants what input you expect them to offer during the conference
6. Advise Participants of what materials they will need during the conference
7. Request that Participants be punctual

Conference Facilitation:

1. Introduce each party on the conference
2. Explain briefly why each party has been asked to attend the conference
3. Ask Participants to speak one at a time during the conference
4. Summarize the objectives of the conference
5. Cover the agenda and stay on schedule

Conference Closing:

1. Summarize the results of the conference as they relate to the objectives
2. Summarize the next steps to be taken if appropriate
3. Thank each Participant for the input and cooperation offered
4. Ask each party to disconnect from the conference

BEFORE THE CALL

• Notify your participants of the date and time of the call in advance.
• Communicate any items that need to be prepared in advance of the call.
• Set an agenda for the call to keep your meeting focused and on track.
• If possible, send the agenda to the participants prior to the call.
• Make sure you are in a quiet location where you will not be disturbed.
• Try to minimize background noise such as air conditioners, background conversation, construction, etc.
• Turn off call waiting, pagers and cell phones.

STARTING THE CALL

• Be on time or early.
• Introduce yourself when you speak and encourage others to do the same.
• Conduct a roll call so you know who is on the conference call.
• Briefly state the agenda.
• Do not put your phone on hold. This may put music into the conference and prevent others from continuing the meeting.

DURING THE CALL

• Ask for feedback from specific participants instead of the entire group.
• Table any discussions that are not relevant to the agenda for a later time and place.
• Try to involve all of the participants in the discussion.
• Promptly deal with any noise or distractions. Press "*0" to summon the call operator if necessary.
• Summarize the issues discussed and recap any action items resulting from the call.
• Establish the day and time for the next conference call.

TIPS FOR IMPROVED LINE QUALITY

• Electronic devices (such as Blackberries or cell phones and associated hands-free devices, laptops, etc) can interfere with line quality if located too near the phone. If possible, place such items a good distance away from the phone you are using for the conference call.
• If you are conducting back-to-back conference calls, make sure to disconnect your initial conference call line prior to dialing back in for the next call.
• When entering your Security Code for the call, do not press the keys too quickly - this will enable the system to "read" the DTMF tones most effectively.
• During an Operator Assisted Q&A session, participants should pick up their handsets to ask questions. This will ensure the best possible audio quality and volume from their lines.
• If you are conducting a call using a conference room phone, microphone or speakerphone, be aware of the location of the phone/microphone at all times and speak directly into the device to ensure the best possible audio quality and volume.
• If you are conducting an Operator Assisted call using a conference room phone, microphone or speakerphone, test the volume and line clarity with the operator prior to starting the call.

Dial-In Number
The telephone number dialed by parties in order to conference. For your convenience, the same telephone number is always used for your customer account.

Participant
An invited party to a telephone conference. Participants join a conference by dialing the Conference Dial-In Number and inputting the correct Pass Code.

Conference Code
A ten digit number used to identify the meeting the caller wishes to attend.

Moderator
The Moderator owns the conference account and Security Code. The Moderator usually begins all conferences.

Attendant
A person summoned on-demand to answer questions or provide other assistance during conferences.