How to Use a Conferencing Machine

As it becomes harder and harder to bring a room full of busy professionals together for a meeting advances in technology allow for meetings with the use of a conferencing machine. Today both video and audio conference machines are a necessity in the business world and can improve the productivity of your meetings.

Instructions

Difficulty: Easy

1. Pick the type of machine needed to handle your conferencing need. Simple speakerphone packages let you connect a few outside callers to a meeting. Use more advanced IP options to allow callers to connect with video or audio to a virtual meeting.
2. Consider upgrading to an advance IP conference model, like the Sony PCS-TL50 if you will be opening meetings to the public or holding classes using the equipment. This automates much of the process for connecting users, while still allowing land line and VoIP phones to connect.
3. Set up the machine you choose for outside calling. You may need to connect one or more outside phone lines or open up your firewall. For IP conferencing, you may also want to set up computer demonstrations or video to enhance the conference call.
4. Remember to purchase and install all the needed accessories, from network conference managers to personal video cameras.
5. Have your installer or supplier run a test call using your new machine. They will be able to walk you through the process of holding a conference call and how to connect video and Internet if needed. Even if they showed you a demonstration in their office, you should ask for the in-house demo.
6. Schedule a conference using the software provided with your machine's model. Use the owner's manual for help with specific packages. Larger manufacturers like Cisco and Polycom have the latest software available for you to download (see Resources below).
7. Disseminate the time of the conference and the proper phone number to join in on the meeting. With more robust systems, all callers will have one number to call, so you may wish to provide a toll-free number to save participants the long distance fee. Callers will then be routed to the conference call from one number.

Tips & Warnings

• Run a test call a few days before any important meeting. While most conferencing machines are compatible with a range of devices, a test helps avoid any problems during the call. This is especially important when using individual wireless or video components.

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