AUDIO MEETINGPLACE BEST PRACTICES REDUCE THE POSSIBLE INTRODUCTION OF STATIC OR ECHO ON A CALL: Attending an Audio MeetingPlace meeting with participants who are in multiple conference environments i.e., a Conference Room & Remote locations: Conference Room Attendees - Polycom/Speakerphone: Ensure the person speaking is close to the Speakerphone or Microphone. Adjust Speakerphone to the lowest volume necessary for comfortable listening. Loud volume levels may cause the other conference participants to hear echo Mute* the Speakerphone (#5) when not in use by attendees in the room. Use extension microphones to minimize need for movement of the speakerphone. o If you need to move the speakerphone, allow at least 30 seconds for the system to re-calibrate everytime it’s moved. Minimize side-bar conversations or controllable extraneous noise. Remote Locations – Attendees not in a Conference Room: Cell Phones - Ensure Mute* function (#5) is used whenever not speaking. Headset/Bluetooth use – High quality devices with fresh batteries is recommended. Speakerphone - High quality headset or handset (Do not use Clarisys) is recommended for participation in multi-location Audio Conferences. Softphone - Use only High quality PC or Mac based Softphones and with only high quality headsets. Avoid using Softphones in speakerphone mode. Softphones perform best on well managed, low delay networks such as corporate intranets. Avoid using Softphones over a corporate VPN or WAN connections. General Best Practices - Multiple conference environments: Speakerphones: We recommend avoiding the use of more than 2 speakerphones on any 1 Conference call. o If multiple speakerphones are needed, ensure they are not in close proximity and the Mute* function (#5) is used consistently. Please follow the rule above on allowing for calibration if a speakerphone is moved. Handheld PDA’s (Blackberry/Treo): If placed near your phone while on a conference it may cause disruptions to audio quality. Mute all attendees: If needed, the Host of an On Demand Meeting may mute all attendees at once by pressing #81. If a participant wishes to speak after this is applied they can press #5 to unmute themselves. Cell phones: May cause disruptions if placed near an IP Phone or Softphone which is being used when attending conference calls. Desk phone or Cell phone “conference” function - Avoid conferencing another participant into the Audio MeetingPlace conference through your Desk phone or Cell phone conference or 3-way calling button. Ask the participant to join the Audio MeetingPlace call directly. * We recommend using #5 to mute your line vs. using the Mute function on most phone devices. AUDIO MEETINGPLACE BEST PRACTICES ARRIVING LATE TO A MEETING If you are late to a meeting and want to know who is on the call without interrupting the meeting, simply press #21 on your phone keypad to conduct a roll call. TEACH NEW AUDIO MEETINGPLACE USERS ABOUT A KEY FEATURE When you have new users attending an Audio MeetingPlace meeting or may not be unaware of a key feature, use a Meeting Message to provide brief instructions. At the start of the meeting, press #64 to record a message such as: "If you are calling in from a speakerphone, cell phone or noisy environment, please press #5 to mute your line when not speaking, if you’d like to speak simply press #5 again." Note: You can also record a MeetingMessage prior to the meeting, by dialing into Audio MeetingPlace, Pressing 2 to access your Profile and then Pressing 4 to access Meeting Notes. TAKE DISCUSSIONS OFF LINE During a meeting there may be a need to have a private conversation with one or more participants. The breakout feature allows you to do this; there are 9 breakout rooms available during every conference. Those participants wishing to confer privately press #1 and then the number of the break out room they would like to use (1-9). In the breakout session these users can use roll call (#21) or lock the room (#41) to ensure their privacy. After completing their conversation, they can rejoin the main conference by pressing #10.
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