QA Teleconference

This is a very busy world and sometimes meetings have to take an unconventional approach to gathering together busy workers in order to have a conference. By using a teleconference workers from different parts of the country and world can join together to get their missions accomplished. If you have a business that is spread out over a great distance this can be a real money saving venture. You no longer have to worry about flying people into one location just to have a talk with them. By simply picking up the phone you can be connected to anyone, anywhere on the globe. It may not be the traditional method but it is one that is gaining in popularity as more businesses want to cut their expenses down. This article will cover the basics of the teleconference and what it means to you.

What is a teleconference?

A teleconference is a meeting that is held over the phone. People from different offices or departments all call in to a conference room where the person hosting the teleconference receives the phone calls.

It is a quick and convenient method of gathering together people from different locations for a meeting. It is a remarkably simple way. Even if you need to show each person something on a computer there are ways to share your computer screen with each of the members of the telephone call.

Why would I need to use a teleconference?

You would need to use a teleconference if you needed to attend a meeting that is being held in a distant city or in another part of the world. This way you do not have to worry about journeying to that destination just to take part in, say, a weekly meeting to update your bosses of a certain project. You can also use a teleconference if you need computer help and your IT department is located in a different branch of your company.

How can I show someone something on my computer during a teleconference?

Yes, there is a way you can show something on your computer during a teleconference but it requires that the people on the other end of the phone, or phones, have their computer set up to use a sharing program. By logging in and using the same share software your computer screen shows up on their computers so that they can see the presentation or problem you are highlighting. This is also extremely helpful if your IT department is in a different part of the country than where your office is located. The IT people can take control of your computer and see what problems are causing your computer to have an error.

Is there special software needed to do computer sharing during a teleconference?

Yes, there is special software that needs to be installed on each computer in order to do computer sharing while on a teleconference. There are a number of shareware programs on the market today that many big and small businesses use to allow computer sharing during teleconferences. One shareware in particular that you might use is called NetMeeting or GoToMeeting. It is a relatively simply software to use. All you have to do is install NetMeeting on your computer (the other members of the teleconference must have it installed too), login and then connect in a virtual conference room. In order for someone else to take control of your computer screen and computer you will have to relinquish control to that person. Once the meeting is over you simply close out of the program and no one else can see your computer screen.

How does a teleconference work?

A teleconference works by different individuals calling into the office where the meeting is being hosted. The host office must have a multi-user phone system so that it can handle more than one call coming in. Usually you are directed to a conference room and put on hold until the meeting starts. Once the meeting starts it is as if you are actually there in the office. You can speak and listen to all of the various parties in the meeting room.

How should I notify the other party's of the conference?

The best way to notify other people of a conference is to send out a mass email detailing what time the meeting is to begin and what number they need to call in on. You will also need to specify what conference room. It is a good idea to send out a reminder the day before the meeting just to ensure that the individuals who need to participate in the teleconference will remember what time and date they need to call in. You can even put the itinerary in the email so that each member will know what is being discussed and whether or not they will need any paperwork or documentation regarding that particular meeting.

What happens if another phone call comes in to my office during the teleconference?

Well, if you have just a single line the incoming phone call will receive a busy signal. If you use a multi-line phone system the phone will continue to ring until it is either picked up or the caller hangs up. You can always hit mute on your telephone and quickly pick up the call. Most people arrange for someone else to answer the phone if they are going to be in a meeting. This is the polite way of handling incoming phone calls. If it is an absolute emergency that you take the call you should politely excuse yourself and make the call quick.

Is there a limit in time to the teleconference?

No, there is no time limit to a teleconference. It can be a short thirty minute call or it can last as long as the presenter needs. But having a teleconference call is vastly different than meeting face to face. If you are sitting listening to a speaker go on and on you are more likely to have your mind wander as you do not have to physically be face to face with the speaker. It is important to keep your mind on the matters at hand and so teleconference meetings should be to the point and address all of the issues without being repetitive.

Do I need special phone equipment to have a teleconference?

Yes, you do need special phone equipment to host a teleconference but you do not need special equipment to participate in a teleconference call. If you are hosting a meeting you will need a multi-line phone system and a conference room that can handle all of the incoming calls. Even if you are not the one hosting, it is a good idea to have a multi-line phone system so that other calls coming into your office will not continuously hear a busy signal.

How do I end a teleconference call?

To end a teleconference call all you will need to do is hang up. If you are hosting the meeting each individual person will hang up. It is as simple as ending a traditional phone call, which is essentially what it is. Simply thank everyone for their time and their contributions to the meeting and let people go on about their busy day.