Tips for a Successful Conference

Notify the Participants

• Let all conference participants know the date, how to access the conference, the moderator's name, start and estimated end times, subject and agenda.

Prepare in advance

• Take time before the conference to create and upload any resources you might need, such as presentations, surveys or quizzes.

Determine Equipment Needs

• If there are multiple participants in the same room, high quality speakerphone equipment is recommended. We recommend that you discourage the use of cordless or mobile phones, as these may cause static or other interference.

Share visual aids for more impact

• Use the web to share slides and applications for a more interactive conferencing experience.

Set the Conference Goal

1. Pinpoint the meeting objectives.
2. Provide an agenda in advance.
3. Try to limit the agenda to three or four topics, and let the participants know how much time you intend to spend on each.

Moderate a Successful Conference

• As the moderator, there are several steps you can take to lead a successful conference:

Enter the meeting early

• Give yourself a few minutes to open the meeting room and make sure all necessary system components are loaded.

"Do Not Disturb"

• Make sure to create a quiet environment before launching your meeting.

Keep It Simple

• Remember this simple, 3-step rule:

1. Review the agenda
2. Conduct the meeting
3. Summarize decisions and action items

Introduce Yourself

• Begin the conference by introducing yourself and your location, stating the objective of the conference and giving instructions for audience involvement.

Set the Rules

• Remind everyone of the ground rules during a conference:

1. State one's name before speaking
2. Keep background noise to a minimum; use the mute button when not speaking
3. Mute all participants in non-collaborative meetings to minimize background noise.
4. Keep comments concise and focused on the topic.

Don't Be Afraid to Pause

• Using pauses can increase participants' attention and lead to a more effective presentation.

Q&A

• In general, effective presentations allow about one-third of the time for interaction with the audience.

Reach Closure

1. Ask for summary statements
2. Recap action items
3. Thank everyone for their participation
4. Use a formal sign-off to end the conference

Have fun!

• Create an atmosphere that promotes interaction. Involve people from every location by asking direct questions.
  
  The more employees enjoy audio and web conferencing, the more likely they will use the services in place of expensive travel costs.

Browser Test

• All participants should perform a browser-check (included in the meeting invitation) to ensure there are no firewall issues before the conference.

Just In Case…

• Remember that if technical difficulties arise during your teleconference, simply dial *10*, or contact us for assistance.