Monthly Archives: December 2016

Conference Call Terminology – Making Sense of The Jargon

By | Conference call, Conferencing App, my Global Conference, Tips | No Comments

So your company needs conference call services, right? But what’s with all the strange terminology like “admin” and “dial-out”? Why can’t they just speak plain English? Well don’t worry. We’re here to demystify the jargon for you.

Sometimes conference calls are identified by other names. So if you hear confcall, teleconference or audioconference, they’re all talking about the same thing. Basically it’s more than two people on a phone call at once.

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Now let’s take a look at the conference call terminology.

Admin

The Admin is the administrator, or organizer, of the conference call. This is also the one that receives the conference call billing. The Admin typically has more control over the call, such as inviting participants or muting users. Some systems refer to the Admin as the conference moderator or manager.

Conference Recording

A feature that allows you to record a conference call for playback later. Some systems also allow you to download and share the recording.

Dial-In, Dialing-In

Every conference call has a dial-in number. This is a phone number that connects you to the conference call. Conference call providers have sets of phone numbers that can be used for dial in. In many cases, dial-in numbers can be set up to be local numbers or toll free.

Dial-Out

No this isn’t calling out for pizza or sushi. When an Admin dials-out, this means they call someone outside of the conference to ask them to join the call. This is typically an Admin only capability.

Email Notification

This means that participants get invited to a conference call by email. The email usually has all the details about the call, such as subject, date, time, dial-in and PIN code.

Local Access Number

These are the dial-in numbers to access a conference call. Most providers have access numbers in many countries to avoid international phone call charges.

PIN Code

After a participant dials into the conference call system, it asks for a PIN code/number (also known as the Access Code, Conference Code, Conference ID, Participant Code, etc.). This may be requested for by a message that says, “Enter in Conference.” Every conference call has a unique PIN number that lets you access the call. The PIN number should not be confused with the dial-in number.

Reservationless or Permanent Conference

This is like having your own conference call ready to use at any time, over and over again. The Admin has their own PIN code and another one is available for participants to use at any time. Too bad you can’t have this at your favorite restaurant!

Scheduled Conference

This type of meeting has a set start time for invited participants. The PIN code is unique to this conference only and expires when the meeting ends.

VoIP Conference Access

Instead of calling from a telephone line, some participants might choose to access the call through an Internet based connection (Skype, Google GTalk, Web RTC Dialer, etc.)

Conclusion

So there you have it! All the confusing terms explained. Now you can sound like a pro when it comes to conference calls.

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V.H.C for myGC

How to Improve Your Conference Calls

By | Conference call, my Global Conference | No Comments

Conference calls seem all so amazing when you think about the benefits they bring to your business or meetings. However, when you think of the issues that could well come along with setting up or running one, you will soon realize that participating or organizing a call can be quite challenging.

There are a number of things that you will have to include in your plan to avoid making your call a complete flop. Here are five things you should be absolutely prepared for.

  1. Audience Management

Conference calls only make use of one of your senses – Hearing. You aren’t able to see the people you’re talking or listening to. Unless you keep track of each new caller or leaver, you will definitely be unaware of who your audience are.

  1. Noise

We term noise as anything else that comes from a caller apart from their voice such as typing, machine, road and even paper crushing noises. You get these noises mostly with callers who use a microphone in a device during the call that is multi-directional and very sensitive, such as one you will find in a laptop. The only way you can stop this problem from occurring is to let callers know the etiquettes of a conference call such as muting when it’s not time to speak, prior to joining.

  1. Playing Music on Hold

This is definitely a no-no. People love tuning their phones to suit individual needs. Although it would be nice to let callers that are placed on hold to listen to some Beethoven, this should be made criminal if done during a conference call. Some call participants may decide to put the conference call on hold while attending to something else. However by doing so with music, they would only be adding unwanted ambience to everyone in the conference call. 

  1. Call Leadership

Things can go array quickly if the call does not have a leader. Call leaders are important especially during calls that involve sensible matters where there might be more than one holding the reins. The call leader should ensure that everyone is given ample time to speak and given necessary attention when it calls for it. They should also be able to smooth out any conflicts or topic straying that may arise during the call.

  1. Call Materials

References to documents are often made during conference calls. Sending out erroneous documents or information to participants, can lead to callers being left in the dark on certain points and therefore causing them to lose interest in the call. Such documents and information should be checked and sent to all invited parties way before the call starts.

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We hope our simple tips above to improve your call, will help you along and we wish you all the best of luck!

Nigel Sim for myGC