DMW TELECOM CONFERENCING SERVICES

Establishing A Conference Call | Conference Call Guidelines   

Improving Sound Quality | Corporate Training | Investor Relations Meetings  

Increasing Attendance| Increase Presentation Effectiveness

ESTABLISHING A CONFERENCE CALL

- Make a list of all the people I would like to attend the conference call and check their availability.

- Your will receive a toll free number to call for any special instructions you might need.

- Make sure all the participants in the conference call are aware of the time and date of the meeting.

- Make sure all participants have the correct numbers & passcodes.

- Establish a clear cut agenda for the meeting.

- Recieve confirmation of the participants attendence

- Provide participants with the proper materials prior to the meeting.

- Communicate the agenda to all participants prior to the meeting.

- Keep a list of the agenda and of the participants with you during the meeting.

- Keep track of time spent on agenda related topics.
 

CONFERENCE CALL GUIDELINES

- Find a quiet location where you will not be disturbed.

- Use the proper equipment

    a. always use a phone that is hardwired into the phone lines. Test all your equipment before the meeting to assure its reliability.

    b. cellular and cordless phones cause distortion more frequently than other phones.

    c. Speakerphones are not suggested. They pick up background noise easily and cause clipping. If you must use a  speakerphone,
         use one that is "full digital duplex". This will eliminate clipping.

-Turn off your call waiting
        Most call waiting features can be disabled by dialing 70# before dialing. Check with your service provider for more information
        on this feature.

- Get to the meeting early so you are able to greet all of the participants as they arrive.

- Introduce yourself when you begin speaking

- Don't put your phone on hold
        This may cause your hold music to play, and make it difficult for your participants to continue the meeting.

- Stay on schedule
 

IMPROVING SOUND QUALITY

- Always call in from a quiet location.

- Try to avoid using cellular or cordless phones.

- Try to avoid using speakerphones.

- If you call from your car try to pull over when you get a strong signal so you can keep it.

- If sound quality is bad hang up and dial back in

- Try using the mute button on your phone. Only un mute when you need to speak.

- Dial * 0 If you have a problem during a conference call.

- If your problem is persistent, you will have a toll free support number to call.

CORPORATE TRAINING

- Make your organization more efficient by training by phone.
        Training sessions conducted by audio & data conference can be extremely efficient and cost-effective.
        Information can be given much quicker and easier than the traditional travel method.

- Toll free, domestic, and international access allows employees to join conferences from any location.

- Provide immediate information for the entire company.

- Reduce travel costs.
 

INVESTOR RELATIONS MEETINGS

- Conference call broadcasts of company financials are the most timely way for investors to get information.

- Use a listen-only option so thousands of investors can connect without compromising sound quality.

- Toll free access allows investors to connect from any location .

- Sound quality monitored by operators to ensure high quality.

- Listen only or interactive options available.

- Question and answers sessions.

- Event reminders via phone or fax.

- Sub-Conferencing.

- Voting and polling available via touch-tone.

- Recording webcast and digital replay available
 

INCREASING ATTENDANCE

- Make use of guest speakers.
        Invite special guests to the meeting to arouse interest. Allow the guest to speak before the meeting begins.

- Have some fun.
        Tell jokes; play a trivia game; talk about topics of interest. Any one of these things can stir up interest.

- Have a RollCall before the meeting begins.
        People will be less likely to miss if they know it will be noticed.

- Notify your participants ahead of time.

- Dial out to the participants not present.
 

INCREASE PRESENTATION EFFECTIVENESS

- Start Strong
        Begin the meeting with an enthusiastic greeting. Give a good first impression.

- Keep it structured
        Cover the agenda point by point. This way you wont stray from the agenda or cover any points twice.

- Keep it bite-sized
        Keep it short and to the point

- Ask for input
        Ask the participants for their view on the subject. This technique will help you gauge whether your message
        is getting to the audience.

- In closing
        Let everyone know when the meeting has ended. Restate the points, then formally end the meeting.