Best practices for running a BT MeetMe Global Access audio conference
Learn the habits and methods of effective conference leaders for the most successful conference calls.
- Schedule your conference in advance—last minute calls mean less participation from your target audience.
- Prepare an agenda for your meeting.
- Send out your agenda and any meeting materials to all participants in advance of the meeting.
- Kick-off your meeting by introducing yourself, outlining the agenda, and providing the ground rules for your conference -- i.e., "This call will be interactive, please ask questions at any time," or "A question and answer session will follow immediately after the presentation".
- Mute your line to reduce background noise on the conference call. If your phone does not have a mute button, press *6 to mute your line and *6 again to unmute. If you join a conference call from a cellular phone, please mute your phone to eliminate distracting noise and static. Press *6 to mute your cellular phone and *6 again to unmute your phone.
- Try to avoid using speakerphone. However, if necessary, be sure to use the mute button when not speaking. Sometimes using a speakerphone can diminish the sound quality of your conference call.
- While on a BT MeetMe Global Access call as a chairperson, achieve better sound quality by muting your participants' lines by pressing *5. This feature activates "presentation mode". Press *5 again to deactivate "presentation mode".
- NEVER under any circumstance, connect two conference calls together using the conference feature on the phone. This creates a condition called "cross-talk" that degrades the quality of all connected conference calls.
- Speak clearly and pause frequently when delivering complicated material.
- Record your meeting so that participants who couldn't join the meeting can access it later. Press *8 to instantly record your audio conference.
- Anyone experiencing technical difficulties or sound quality issues should press *0 for assistance, and a conferencing coordinator will address their issues without interrupting your call.
Keeping your account secure
- Never share your chairperson passcode with anyone, as it controls access to your 'virtual' meeting room and allows access to your conferencing account. Only share your participant passcode.
- Do not add your BT MeetMe dial-in details to email signatures and shared files on SharePoint or other similar platforms.
- When sending participant invitations, only add participant details in the body of the meeting invitation.
- While in your meeting:
- Press *0 Operator assistance - If there is a discrepancy between the number of lines in the conference and the roll call, use this function and ask for the Conference Coordinator to disconnect the line not responding.
- Press #1 Participant roll call - At the beginning of each call, you can use this function to listen to the names of the participants who have joined. This way you can determine if there are any unwanted participants on the call or whether you need to wait for somebody to join before you start.
- Press #2 Monitor the number of lines - Use this function to obtain the number of lines active in the conference. This is a quick way to establish how many participants are on the call without having to do a roll call.
- Press *7 Conference lock & unlock - Use this function to lock or unlock participants entering the call. This feature is useful when you do not want additional parties to join your call after it has begun. Participants attempting to join a locked call will be directed to the Conference Coordinator.
- Press ## End the conference - Use this function to disconnect all participants at the end of your call. This ensures that your conference ends when you hang up.