Conference Calls
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When a face-to-face meeting is not practicable because team members are in different locations and/or countries you can agree to set up a telephone conference call. The person initiating the conference call session usually acts as the Chair and sends an ‘invitation’ by email inviting team members to take part. The email will give details of the time and date for the call and a note of the subject(s) for discussion. Before the call, the Chair should:
Conference calls can be set up in one of two ways: using a centralised telephone system or by using a conference call website. If you’re not sure whether your in-house telephone system can be used check with your IT/Communications department. If centralised telephone equipment is used the Chair will phone participants one at a time to link them into the call. If a specialised website such as Conference Genie, VoiceMeeting, is being used the chair logs on to the website a day or so before the conference call is scheduled and chooses a conference room number. This is emailed to all participants together with the phone number, date and time of the call. It is then the responsibility of participants to call the conference number, enter the ‘conference room’ and introduce themselves. Running the meeting
After the meeting
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