What You Need to Set Up an Internet Conference Call
Hardware – You will need a computer obviously and Internet connection. For maximum clarity and to avoid delayed transmission, it’s better if your computer is using nothing less than a Pentium 4 with a high-end video card and memory as well as DSL or broadband Internet connection. Speakers and a microphone of good quality are needed for the sounds you transmit and receive to be clearly heard. A high-end web camera is also required so you will be seen clearly by the people with whom you are talking.
Software – No software is actually needed for Internet conference calls without video conferencing, but you do need to go to a website that offers this service to you freely, such as Yahoo (using their Yahoo Messenger) or Skype. If, however, you and your friends desire to see each other, too, while chatting online, a web conferencing software program is necessary. Do not worry because these software programs may either be freely downloaded or purchased for a minimal price.
Setting Up an Internet Conference Call
Before Calling
Make sure that the participants in the discussion are made aware and periodically reminded of the time, date, and website where all of you will be having an Internet conference call.
Make sure that all of you have the proper equipment so that there will be as few technical problems as possible on the day of your Internet conference.
Choose one of you to become the moderator of the conference; he or she will be responsible of setting up the conference and contacting the other participants.
Initiating the Internet Conference Call
This is primarily the moderator’s job. He should choose a website of which services can be availed by all of the participants. After opening a dialogue box, the moderator shall then contact each participant and invite him or her to the conference. There are several ways to send invitations, and it depends on which website you are at or which web conferencing software you are using.
If someone gets accidentally disconnected, make sure that you send him an invitation once more and immediately.
During the Call
Make sure that everyone is able to have his say. Simple rules may be implemented so that nobody tries to dominate the conversation or become rude to another participant.
Finishing the Internet Conference Call
If there is a time limit to your web conference, make sure that you remind them about it in periodic time intervals so they can speed up the proceedings. Notify them when there are only thirty minutes left and so forth. If there are only ten minutes left, it is time to start everybody packing.
Wait until the last person leaves before ending the call. If you do so before anyone else, everyone will be disconnected abruptly without being able to properly say goodbye to each other or give their last final reminders.
Lastly, make sure that you finish the call on time, especially if you are using paid web conferencing services. You will be immediately charged extra when you go over the time limit for just one second.
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