Conference Calls 416
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The new conference room in 152A is nearly ready! Phone # 335-7267. We'll set up a scheduling system next week and check out keys to groups who need access to CATIA/Solidworks workstations and the phone. Kracicot 15:02, March 29, 2007 (Pacific Daylight Time)
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Setting Up Conference Calls
1) Remember that you should make a conference call every two weeks, or as frequent as your sponsor deems necessary.
2) Either email or talk to your project sponsor to set up the call, discussing possible times.
3) Formulate a list of questions for your sponsor or an agenda of topics to talk about. This is very important. You should take advantage of the fact that you are having a conversation with your sponsor- so get more out of it than you would in an email!
4) Be on time!
5) To set up the call itself, see the section below...
Scheduling the Conference Call
Conference Calls can be scheduled through the MME Department in Sloan 201 and in Dana 146 (CEA Dean's Office):
Scheduling through Sloan 201: To set up the conference call, talk with Jan in Sloan 201. Her number is 509-335-8654 and her e-mail is danforth@mme.wsu.edu
- Conference Rooms Available
- Sloan 245 - Capacity 16-20 people
- EE/ME 143 (Dr. Chuck's Office) - Capacity 4-6 people
- When making the conference call in these rooms, be sure to dial 9-1-(area code)-(number)
Scheduling through Dana 146:
To set up the conference call, talk with Nelda Richards in Dana 146.
- Conference Rooms Available
- ETRL 101 - Capacity 66 people
- ETRL 103 - Capacity 8-10 people
- ETRL 119 - Capacity 40 people
- When making the conference call in these rooms, you must obtain a calling access code from Jan in Sloan 201 to dial long distance. The office probably won't give you the number, but will have a staff member come down when its time to make the call. If they do give you an access code: dial 9-1-(area code)-(number), wait for a beep, enter access code.
During the Call
1) At the beginning of the call, make sure each person says something to announce their presence. Alternatively, have one group member tell the sponsor who all is in the room. This will take the pressure off of your project liason and ensure everyone's questions get addressed.
2) Remember: you ARE on a speakerphone, so speak as clearly and concisely as possible to eliminate confusion.
3) Avoid talking amongst yourselves in the background.
4) Take notes during the call - if you decide to record the conversation, make sure you let your sponsor know!
5) Avoid loud shrieking outbursts when an idea pops up into your head; instead, write it down and show it to your group members to seek approval before you drop the bomb on the client.
6) Before ending the call, make sure you establish some sort of timeline - project deliverables or the next conference call.
7) When talking on the speakerphone be aware of the volume of your voice. You don't need to speak loud, just speak up. Center the phone on the table or around the people talking to balance volume and to minimize paper rustling sounds.
8) Before the conference call, have all questions ready. so that way you will not waste each other's time.
9) Let the sponsor know any progress or changes that's going to be made.
10) Make sure to silence your cell phones before making the call.
Using WebEx
WebEx is an online meeting space. It is usually used simultaneously with conference calling. If your sponsor is using it they should provide you the links and password info. Just like a conference call get set up a few minutes before the call. You can upload any documents that you need to. Everyone sees the same thing at the same time. Note that WebEx uses an 800 number, and so doesn't require an access code from the office.
Using a PowerPoint Presentation for a Conference Call
It’s a good idea to use an official WSU template for your presentation. Don’t forget these details:
1) Email the presentation to your sponsor before the conference call so that they can print a hard copy if needed.
2) On the Title page slide, include: *WSU team name *sponsor company’s full name (not just what you call them) *date of call *include page numbers on all slides (including title slide)
3) Another slide: Meeting agenda, for this call, and the next call
4) Include any and all info, diagrams, charts, musings that could be considered remotely important. Not all slides need to be covered in extreme detail, but it is easier to skip slides than add slides.
5) Number the pages of the slide. This minimizes confusion if there is a question that requires you to reference a different slide.
Nit Picky Details
1) When presenting and using the mouse to highlight what you are saying (like a laser pointer) remember to move the pointer off of the main page when done. Leaving the cursor on the shared main page is distracting.
2) Don’t jump around slides. If you reference something from a previous slide don’t flip back to it unless they ask.
3) If you are sitting at a computer that is not near the speakerphone, remember to speak even louder.