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May
13
2013
Dial Out Conference Calls Maranda Gibson

When you’re having a conference call you have the ability to call out to participants from a live call. You can either do this from the web conference screen, or you can manually perform a call out if you’re hosting a conference that is audio only.

Using call out for conferencing is a great tool for when you are missing individuals that you need on the call, when someone is traveling, or if someone failed to sign up for the conference, but you want to make sure they can join.

 

Send an Invite by Email – Audio & Web Instructions

Click on ‘Invite’ and click ‘Invite by Email’

Enter the persons email address. Our system will generate an email that will send the party the audio conference instructions as well as the web conference link they will need to go to. This kind of invitation is really helpful if you’ve used some kind of pre-registration system and have a last minute user who needs to join the conference. Once they get the email you won’t need to do anything else to get them to join the conference.

 

Send an Audio Invite to a Group

Click on ‘Invite’ and ‘Invite by Phone – Group’

Before your conference, you can preload a group of contacts into your account. When you click to invite the group, the automated message will be delivered to multiple parties at once. The invitation will give everyone the options to join, decline, or request a five minute call back.

 

 

Send an Audio Invite to an Individual

Click on ‘Invite’ and ‘Invite Individual by Phone’

Enter a phone number and our system will call them with an automated message to join the conference by pressing one, receive another call in five minutes by pressing two, or disregard the invitation by pressing three. It’s a great option for someone who might be between meetings or someone who is using a using a speakerphone or internet phone that may be having trouble entering in their conference code.

 

Call Directly to an Individual on a Live Audio Conference

  1. Press *1 on your telephone keypad.
  2. Dial the number for the party you want to reach. (Note: If they are an international party, you will need to call out to them using the 011 prefix.)
  3. Once you hear their voice on the other end of the call, you can briefly bring them up to date and then press *2 when you’re ready to join you both back to the conference call. There’s a few seconds of delay between when you rejoin the conference and when the new participants line opens up, so whenever I outdial I like to use the intro tones so that I know exactly when that happens.

If they don’t answer when you call them, press *3 to terminate the outdial and join you back to the conference so you can try again.

Conference call out is useful to help you get the people on your conference that are imperative to the call. Don’t want to mess with it? No worries – one of our operators can perform an outdial for you. Give us a call to find out more about operator outdial conference calls.

 

 

Apr
22
2013
Solving Conference Call Echo Maranda Gibson

When you dial into an audio conference you want to have a smooth and efficient meeting. Few things disrupt meetings like the sound of your co-worker screaming into the Grand Canyon and letting his voice echo back into the call. Okay, so he’s probably not taking the conference call on the Grand Canyon, but his line is definitely causing a bit of echo.

What causes echo and what can you do to fix it?

Make Sure There is Only One Line Connected in a Room – When you have multiple parties in the same room connecting into the same conference, it will create an echo on the conference line. Sound will travel on a delay from your neighbor’s cubicle or desk and into the phone you’re using. Instead of having everyone connect individually, gather the participants in a room and let them dial in together. This will eliminate the conference echo caused by participants in the same room.

Check Your Surroundings – The chance of experiencing an echo is greatly increased when you’re taking your conference call in an enclosed space. The sound of your voice will bounce off of the walls and back into your phone system, and create an echo on your call. When possible, take your conference call in a more open space, like a conference room. If that’s not possible you’ll need to adjust the tone of your voice to try to minimize the impact.

Are You Using a Speakerphone? - Speakerphones are convenient but are one of the biggest culprits when it comes to conference echo. Built in speakers can cause an echo on the conference call. A speaker phone has both a microphone and a speaker built in, so when the volume is up too high, it can cause echoing and distortion. Turn your speakerphone volume down to help with some of this interference.

Speakerphone Bonus: If you’re using a speaker phone to join into the conference and having trouble with the code, mute the device or disable the speaker line to enter the code. This might help your code get recognized.

Conference echo is a nuisance because it immediately disrupts your ability to host an effective meeting. Anytime you have a sound issue on one of your conferences that you can’t figure out, be sure to give customer service a call (800.989.9239) and let us help.

Apr
10
2013
Speech Improvements I Learned from Sync Maranda Gibson

I recently bought a new SUV. It’s a beautiful black Ford Escape, a vehicle I have had my eye on for a long time. One of the most exciting features to me was the “Sync” system where, using my USB device, I can tell my car what to play, instead of having to manually search for songs. Like in the beginning of most relationships, there were some severe communication issues that we had to work through.

Just as I was considering breaking up with Sync, I realized that I had some things I needed to work on, before I called up a couple’s counselor. I learned some things about the way I need to talk to Sync to help her respond better to my needs.

Our biggest communication issues broke down into two categories – my consonants run together and my voice trails off at the end of words. When I would request that Sync play “play artist Tom Petty” she doesn’t hear me clearly. The two “T” sounds become one in the middle of my sentence so she isn’t entirely sure what I meant. The same thing happens where they are “soft” sounds at the end of words. For example, if I request that she plays Adele, she fires back with a bunch of options because the system heard the first part “Ade” but not the rest.

In order to have a good relationship with Sync, I had to change the way I spoke to her. I knew what I was saying, but she wasn’t translating it correctly, and it was causing a rift in our relationship.

Communicate Better with Participants

It’s hard to know when something isn’t communicated effectively to another person since the speaker knows what the intended points are. I knew what I was trying to say to Sync but it was getting lost somewhere along the way. I had to change the way I spoke to her in order to improve our relationship.

You can improve your relationship with your participants by making your entire presentation to a recording device. Then wait a few days and go back and listen to yourself. Make notes about parts of your speech that are fading away or aren’t being translated well.

Letting someone else listen to your presentation is also a great way to understand how a participant might interpret your speech. Take the recording and give it to a friend. Ask them to listen to the entire thing from start to finish and make notes along the way. They can jot down the things that don’t make sense or a misunderstanding that they might come across.

Communication is not just about what you say but how you say it. You can evaluate how to speak before you ever step in front of your audience so that you can know how you will sound and how your words will be received.

Mar
21
2013
Connect With Participants on Webinars Maranda Gibson

Participants have a lot of distractions in front of them when they try to sit down and attend a meeting or web conference. As a speaker, you’re suddenly up against unseen foes of Facebook, Twitter, and email. Most participants will tune in completely to your webinar for the first couple of minutes, but after that, if you do not hold their attention, they will start to drift.

If you don’t want to lose your participants to the weeds of the Internet and other distractions, there are a couple of things you can do during your call to make sure you’re doing what you can to keep their attention.

Pace Yourself.

When you're speaking and presenting on a webinar, you are up against the clock. When presenters are up against the clock one of two things usually happens – they either go through the information entirely too fast, or they get lost in the minutia of their information. Practicing before the event in your allotted time will help you get the right pacing down and make any last minute changes.

Interact with Participants.

During the call, use polls and visuals to keep them engaged. Offer a prize for the best question to the speaker or set up a Twitter hash tag for participants to submit comments and questions about your presentation. If you decide to use Twitter during the conference make sure you have someone manning the account that can respond promptly. You can always go back later and personally respond to your messages, but don’t try to do that while you’re presenting.

Remember the Golden Rule.

Never read directly from your slides or handouts. I’m honestly surprised at how so many speakers continue to make this single mistake when it comes to trying to keep their audience involved in their conferences. Reading word for word from slides is the most direct way to get participants to "check out" of your conference. Why would they need to listen to you when they can just refer back to the copy of the slides? They should be used as a guide and not serve as a script.

Web conferencing technology is here to stay and will no doubt become even more prevalent in your day to day business operations. It’s a good idea to start making these changes to your presentation techniques now so that you’re not behind the curve later.

How do you connect with participants on webinars?

Mar
14
2013
Conference Calls With Your Sales Team Maranda Gibson

Many moons ago, I worked in direct sales. While it wasn't my favorite job in the world, I learned some valuable skills. The company liked to keep us up to date on new approaches with monthly conference calls, and they were very helpful. When it’s time to set up your next conference call with team members, here are some sales conference topics that you can use.

Success Stories

Each month, invite the “top seller” to make a brief presentation to new hires or those who wish to participate. You can open up for a straight Q&A session to let your new people or the ones that need a little extra motivation find out about what strategies make someone successful in the sales business. A lot of times it helps to simply hear what works for someone else and try to incorporate that into your own approaches.

Skill Refreshers

Once a quarter, set up a conference call with departments or teams that would not usually have direct contact with each other. Use these opportunities to role play situations with a large group and then allow for questions at the end. Ask your employees what was great, what could have gone better, or what needs a little bit of improvement. It’s a great chance to hear new thoughts and approaches from those you wouldn't usually have contact with.

Brainstorm a Better Pitch

The sales persons pitch is the greatest device they have when it comes to closing a deal. If the pitch doesn't resonate, then you've lost your potential client before you even have a chance to start talking about benefits to your product or service. Get your team together on a conference call and start collaborating on a pitch that can be delivered in a clear manner with the same messages delivered across the board. Host a follow up call after a couple of months and find out some of the feedback on the pitch. If it’s still not working – you can attack the pitch again and continue doing so until you find one that works.

Before you start any conference call with your sales team, it’s important to break the ice and start opening up the lines of communication. A good ice breaker planned into the meeting agenda will get people talking and feeling comfortable with each other.

Motivating a sales team doesn't have to be all about money and success. Giving them an open door to get new ideas, stay current, and keep things going helps just as much.

Mar
01
2013
17 (+4) Tips For More Productive Conference Calls Maranda Gibson

Conference calls have become an important part of corporate business life and yet they are not always used to their best advantage. The world of telecommunications has traveled light years since the old days of the traditional party line, but the modern conference call is really just an expansion of that retro concept. Today, most companies use a specialized service provider for conference calls and they are being used more and more in conjunction with web conferences. These service providers maintain the conference bridge and provide the phone numbers used to access the meeting or conference call.

How can your business better utilize this service? First, let us define exactly what service we are talking about. What is meant by the term, conference call? This is a telephone call in which the caller wishes to have more than one party listen in to the audio portion. Calls may also be designed so that the called party can participate during the call or so that the called party merely listens in and cannot speak. A conference call is also sometimes referred to as an ATC (Audio Tele-Conference).

In a book called "Death By Meeting" author, Patrick Lenzioni, argues that conference calls really should be more fun. He says: "If I didn't have to go to meetings, I'd like my job a lot more." According to Merlin Mann and his fascinating, irreverent and very witty family of websites dealing with personal productivity known collectively as 43 Folders, the following ideas have helped to make his life in general and conference calls in particular, easier and more productive. Also check out this interview with Al Pittampalli, the author of the Modern Meeting Standard. Consider them the next time you schedule a conference call. Read on and hold that call, please!

  1. Circulate an Agenda.  Don't do a conference call without first circulating an agenda to all involved parties. An agenda helps to structure the conference and helps members to prepare by providing in advance the type of information they will need in order to effectively participate in the discussion.
     
  2. Get familiar with each other. Have everyone in attendance introduce him or herself up front. In fact, make that the first thing on your agenda. It is important for people who don't know each other's voices especially well to become familiar as quickly as possible.
     
  3. Give the conference a theme. Don't meander, for the road is costly and time-consuming and leads ultimately nowhere! Use the agenda to amplify the theme in question by explaining how it will be covered or explored in each section of the meeting.
     
  4. Have conference calls only when you need to. Many are unnecessary and could be avoided with either a one-on-one call or a focused e-mail exchange. Group calls should only be made when either in-depth dialogue or brainstorming is required.
     
  5. Establish meeting timing. This includes when the meeting will begin, break and end ahead of time. Provide a time structure, which all participants must adhere to and matters will flow smoothly.
     
  6. Focus on the conference. Limit "electronic grazing" to during the conference call. Set it up like they did in the old frontier days at the saloon with all who enter checking their guns at the door!! The equipment is different; phones and laptops to be exact, but the attitude is the same. No multi tasking while the meeting is in session. This means no email, no phone calls and this means you! Attending the meeting is like being pregnant; one either is or one isn't present at the meeting. If an emergency occurs and a call needs to be made, then the person should leave the room to make the call and not tie up the meeting.
     
  7. Schedule guests and make the best use of everyone's time. Use your agenda to indicate when people will be needed to present their arguments and avoid the traffic jam of having thirty people in a room for three hours, twenty of whom will have nothing at all to do or say until the last 15 minutes of the meeting. Tick off items on the agenda as they are covered.
     
  8. Delegate roles. Don't wear too many hats at your own meeting. Employ someone to keep track of the time so that you as the leader are free to focus on the matters presented in the agenda and keep the meeting rolling along at an even pace.
     
  9. Stay focused on your time element and subject matter. Not all issues require the same amount of time to settle and any issue that can be resolved offline or does not require the input of the majority of the group should be dismissed as quickly as possible and ticked off the mighty agenda.
     
  10. Welcome late arrivals. If you join into a conference call after it has already begun, make sure that other people know you are there. If you are the organizer of the conference call and this happens, seek an opportunity to introduce that person and then quickly review any key decisions that have been made. (If the person being late is you the organizer, you probably should find someone else to head the conference call in the first place.)
     
  11. Meetings won't run themselves. Be aware of which tips work best for you and remain consistent in their use. Meetings have never been able to run themselves, and you as the leader, must always think things out thoroughly so that people attending do not feel they are wasting their time. After all, that is the one commodity that we never seem to have enough of and that waits for no one, as the old saying goes.
     
  12. Stick to the point. Keep conference calls short and very sweet. This way, each participant knows what to expect, more or less, in terms of why they are there and what they are supposed to do. There is nothing more boring than a rambling speaker and nothing that will lose a listening audience more quickly, except maybe a sudden office fire.
     
  13. Get through the agenda first. Consider dealing with any matters that are not  on the agenda last even if they are brought up at the beginning of the conference. This prevents sidetracking and losing precious time in covering the more pertinent issues at hand.
     
  14. Invite only the people that need to be on the conference. Don't call bosses and technical experts to attend the conference unless you know in advance that their advice will be needed. Regardless of the outcome of the conference, they will definitely owe you one and be eternally grateful.
     
  15. Limit the Chaos. Limit the number of people on the conference call to four or at most five. Chaos is sure to follow if there are too many opinions circulating at the same time. Problems are likely to occur because the more opinions, the harder it becomes to keep track of who is speaking and a common reaction is to go on automatic pilot and "leave the meeting in your mind."
     
  16. Wait your turn to speak. Try not to interrupt when others are speaking and wait for the appropriate moment to jump in. One has to listen and concentrate much more acutely over the phone than is necessary in person.
     
  17. Summarize and follow up on meeting proceedings. This can either be done by you or by a project manager, if one has been so assigned. Take a few minutes at the end of the conference to review any major new projects that were generated in the meeting and email the list of resolutions to all participants. Also, take a minute to identify those issues or questions that must be explored further. Don't forget to thank everyone for his or her participation and say goodbye.
     
  18. Practice makes perfect. Familiarize yourself with the conference call service before you use it.  You're going to want to know how to use the conference call service so that you can use your mute functions and any of the moderator controls.  You should be able to call the conference company and get a quick overview of the different commands that you can use. 
     
  19. Start the conference on time.  You've sent out a lot of invitations that have a specific date and time provided to the other participants.  Start at the right time so that the conference will begin for those who showed up at the right time. Participants who are late will just have to miss the introduction. 
     
  20. Pay attention. As a participant you should take good notes. This will help you retain information and it will encourage you to pay attention, rather be distracted by your cell phone, email, or social networking. 
     
  21. Use visuals on conference calls that require them.  Not every conference is going to require them, so use them only in situations that call for the visual representations. 

The mercurial business world of today demands quick decisions based on as many facts as possible. Aided by the cold hand of technology, telecommunications has made the transfer of information an instantaneous and ubiquitous affair. Take advantage of this process. Wasting time hurts business and morale on many levels and it is something that can be avoided by planning ahead all the details for your next conference call. Follow these tips and you are sure to have more productive conference calls. Perhaps not all of these ideas will work for you, but many of them will.

And by the way, hold that call, will you? I have to go. There's a conference call I have to attend ...


Looking for ways to improve your speaking abilities? Here are four more resources:

Feb
28
2013
Announcement: Operator Answered Call Reporting Graph Maranda Gibson

When you have an operator answered conference call, you will get a line chart that shows you the progression of your attendees at various times.

This data is a compilation of the information that you can collect from the CSV file found on your account after each conference. What we do is plot it along a line graph so that you can see your average call time and your maximum number of users. Charts are much more fun to look at than Excel spreadsheet files.

We want to make sure that you can see how your conference calls work and how your participants are responding. Maybe you are unnecessarily overbooking for your conferences or this data might show you how you can break up your calls and maintain your participant count.

If you receive one of these graphs and have some feedback, we'd love to hear what you think. Is something missing? Maybe we can add data that you would like to see to it. Give us a call at 800.989.9239 to discuss the graph or if you have any other questions.

Dec
13
2012
International Conference Call Options Maranda Gibson

Not too long ago one of my favorite customers sent me an email inquiring about international conference calls. If you need to provide a way for participants outside of the United States or Canada to join your conference call we have three different options for international dialing.

Option One: Participant Pays Long Distance / International Fees. This option requires no changes on how you use or are billed for your services. Anywhere in the world, a participant can call into a direct access number and be joined to the conference. You’re billed whatever is standard for your account and they are billed on their phone bill what their provider will charge. This option is best for those who rarely have a need for international conferences or are one of our flat rate customers.

Option Two: International Toll Free. From Argentina to Venezuela on this list of rates these countries can be provided their own toll free access into our conference bridges. You rates for domestic callers (US / Canada) stay the same and the rate for international depends on the country that connects. There is usually no charge to participants in these countries and requires a new conference line on your account.

Option Three: Most countries can be dialed to from within in our system and brought into the conference line without any additional charges to them. For many of the countries there is little to no change in your per minute per person rate. Some countries are not available for outdial and we can either add a new conference line or activate this option on a conference existing on your account.

Depending on what option you choose or how your account is set up, we might ask for you for an additional form to be sent back to us. International can be activated for specific users of your account in order to limit cost and availability for the services. If you need international conferencing added to your account or have any questions about how it works or the pricing for outdial rates, just give us a call and we can help.

Sep
25
2012
Transcription Services Maranda Gibson

Transcription services may be at an extra cost but there are unique benefits to using them that you might not think about. Usually, we think about transcriptions we think about them for medical purposes or legal documentations of conversations and while these are great uses of a transcription there are many more reasons that adding this service to your conferencing routine can benefit your business in a number of ways.

Here’s a couple of other ways that AccuConference customers are making transcriptions a part of their usual conference calls routine.

  1. Any conversation that is “on the record” should be transcribed so that there is no deviation from what was said. Recording your conference calls is one way to get extra posterity for conversations, but a transcription can be sent out to those who want to keep written documentation.
  2. For videos not only are you making the content within in the video able to be crawled by search engines, you’re also providing an easy way to mark sections for editing. If you’re reviewing a video and need to send a few more notes over to the editor, you can transcribe the text with a timestamp feature and highlight the times that require additional review. This makes it easier for the editor to go into your video and make quick changes. The process speeds up when the editor doesn’t have to go searching for phrases and gestures to remove.
  3. Under Regulation Fair Disclosure mandated by the SEC in 2000, requires that any information released to investors or analysis must be made public. The purpose of the regulation was to even the playing field between all kinds of stock holders and prevent the large investment companies from getting a “heads up” on information that could affect stock prices. Regulation FD requires broad dissemination to the public of stock information and is usually done by conference call playback or by a transcription.
  4. News stories are optimized for mobile devices when you include the transcription of the video together. I check my news applications constantly and I am more likely to “read” a story than to stop and watch the accompanying video on my phone. It will also make your news stories accessible to people who do not have the latest smartphone technology or have access to cool tablet computers.
  5. Did I mention that the content of your conference call suddenly becomes searchable? Imagine that you get an opportunity to host an incredible interview with someone and you upload it to your website and hope that people are able to find it. If you can post the text on your website somewhere your interview content can be returned as a result in Google search.

What useful things can you think of for having conversations transcribed?

Aug
21
2012
How to Better Manage Your Mandatory Meetings Maranda Gibson

Can you believe it’s almost September? Where has this month gone? Here in Texas, we’re looking forward to getting rid of the heat and bringing in the best season ever - fall. As exciting as the fall season is, one thing that is also on the way is your beginning and end of the month responsibilities. It could be something as simple as updating spreadsheets or it’s time for your monthly conference calls again.

Consider a registration page for your weekly and monthly status meetings. Registration pages do a lot more than simply creating a link for signing up. If you’ve found that your weekly or monthly meetings have been a bit out of control from people not attending or unwanted participants, a registration page adds the security and tracking abilities for your mandatory meetings.

Check attendance for those calls that can’t be missed. When company policy changes, it often requires a company-wide sign off and understanding from the employees affected by the changes, and using a registration page is a great way to keep track of compliance. When someone registers for a call, the host will be able to keep track of registrants along the way and be able to go back and see who dialed into the conference, and who didn’t.

Send reminders to your participants. Human beings are naturally forgetful and when it comes to important can’t be missed meetings you can set up registration pages to automatically send participants reminders to attend these compliance calls. This way even if they forget to put a call reminder on their own calendar, our system will send them an email up to one hour before the start of the call to remind them to attend.

Manually approve or deny registrations. In our March newsletter, we talked to the author of the Modern Meeting Standard and one of the suggestions in the book is to make sure that you are only inviting the people who have to attend the meeting. If there is no need for the CEO / VP / Marketing Manager to be on the call, then they shouldn’t attend and with a manual process you can deny their participation. It will also help to make sure that only employees are able to attend your conference and keep press or competitors off conferences with sensitive information.

Conference code security options. When using a registration page to boost security and check attendance, our recommendation is that you set up the conferences codes to fall under what’s called “one code at a time” so that the conference codes cannot be handed out to others to use. The first person to call into the conference will be the one that can use the code. While it’s not a perfect system of being able to validate who the person is when they join, it will help the conference from having lots of unexpected guests dialing in on one conference code.

These are just some things that can be done to increase security and hold participants accountable when it comes to attending mandatory meetings.

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