Tips and Call Scenarios
A few tips to help you remember:
The top row of keys (1, 2, 3) all control some function related to the voice of the operator and/or hosts.1 - Operator Mute/Un-Mute
2 - Not used
3 - Hosts volume control
The second row of keys (4, 5, 6) all control the functions used to manipulate the question queue.
4 - Get next member from the queue
5 - Allow member to ask their question
6 - Put member back with other members
The third row of keys (7,8,9) are all start/stop or on/off or open/close functions
7 - Start/Stop recording
8 - Talk to or play music to the members
9 - Open/Close the question queue
The fourth row of keys (*, 0, #) are special function keys
* - Start the conference
0 - Not Used
# - Number of callers
Typical Call Scenario
1. The operator calls in. He hears silence because no one else has dialed in yet.
2. Members start calling in. They all hear music on hold.
3. After a few minutes, the operator presses # and hears that there are 40 members already dialed in. The operator presses 8 and announces to the members that the conference will begin shortly. The operator then presses 8 again and the music is returned to the members.
4. The host dials in. The operator hears a beep. They converse a couple of minutes while waiting for host number 2 to join. The operator presses # again only to find out that there are now 75 members waiting. The operator advises the host to remain silent while he makes an announcement to the members. He presses 8, tells the members that it'll be just a few more minutes, then presses 8 again to return the music.
5. The second host dials in. The hosts and the operator agree they are ready to begin. The operator presses * to begin the conference. The operator and the hosts will hear a single beep indicating it's time to start talking. The members can now hear both the hosts and the operator. The operator introduces the hosts then presses 1 to mute him self.
6. As the call progresses the hosts announce that they will open the floor for questions. The operator presses 1 to un-mute himself and announces to every one that they should press any key on their touch-tone keypad if they have a question to ask. The operator presses 1 again to be muted, then presses 9 to open the question queue.
7. Several members have questions and press touch-tones to get into the queue. They are advised by the system that their question will be handled in the order that they were received. They are then placed back into the conference so that they may listen to the other questions and answers.
8. The operator periodically presses the 4 key to pull the members from the question queue. If there is no one in the queue, the operator is advised of this. The operator continues to press the 4 key at regular intervals, 5 or 10 seconds is recommended.
9. A press of the 4 key connects the operator directly to the next member in the queue. A quick "what's your name, what's your question" session and the operator is satisfied that the member has a legitimate question. The operator presses 5. This enables both the operator and the member to speak with the hosts. All other members can hear this conversation. The operator introduces the member, waits for the member to ask their question, and then presses 6 to put the member back with the other members. The operator can not speak to the hosts at this point.
10. The hosts answer that member's question and ask for the next question. The operator presses 4 again to get the next caller in the queue. A quick conversation reveals that this member's intention is to disrupt the conference call, so the operator presses 6 to put the member back with the other members, denying that member the opportunity to address the hosts.
11. Steps 7, 8, 9, 10 continue until there are no more questions. The operator then presses 9 to close the question queue.
12. The operator presses 1 to un-mute himself and announces to all the members that this is the conclusion of the conference call.
13. Every one hangs up. If recording was started, it is automatically stopped.