Web Conferencing Etiquette

• Always be prepared
• The presentation (whether slides or another format) should be uploaded in advance of the web conference, and any other applications needed during the meeting should be open, yet minimized on desktop in preparation of sharing
• Always have a contingency plan in place
• Have a technical resource available for attendees, in the event a participant is having difficulty or if someone’s equipment fails*
• Always conduct a pre-conference practice session to review set-up and roles with key members of the web conference
• This avoids potential delays caused by users unfamiliar with the specific web conferencing service
• Always place the call in ‘lecture’ mode or mute participants
• This avoids any potential distractions caused by background noise
• Always turn off entry announcements
• Entry tones and announcements can be very distracting if attendees arrive late
• Always familiarize yourself with the features of your web conference prior to the call
• Know how to mute and unmute all lines
• Know how to dial out to participants
• Have the dial in and login information readily available
• Always add an interactive function to your call to invite participation

Conference Call Best Practices

• Always use your manners
• Normal personal and professional manners always apply - introduce yourself, speak clearly, don't interrupt, don’t monopolize the conversation, limit distractions
• Always begin the call promptly at the scheduled time and finish it on schedule
• Formally begin the call with introductions and agenda overview and bring it to an end thanking all of the conference attendees for their time
• Always introduce all participants
• If you are a participant and have to leave the meeting before it’s over, let everyone know upfront when you introduce yourself
• Always set a time limit and stick to it
• If you find yourself going over the time, you may need to postpone the rest of the call to accommodate everyone’s schedules
• Always pay attention to file size during webinars
• If someone is using dial-up the desktop portion may be substantially delayed
• Always resist the urge to surf the internet or follow-up on emails
• You may be required to provide input, so pay attention
• Never eat, drink, shuffle papers, click your pen or use a “clicky” keyboard
• Be considerate of background noise, as participants can hear everything that’s not muted
• Always avoid the “hold” feature
• Music often plays and makes it impossible for the other participants to continue the meeting
• Always pick up the telephone handset for clear conversation and avoid the urge to use your speakerphone, unless muted
• Most speaker phones are not two way, so if there are sounds in the room, your phone will stop receiving the speaker
• Always state your name prior to speaking
• Don’t presume that all teleconference attendees recognize your voice