Conference calls are held four times a year by most public companies. They are usually held between two and five weeks after a quarter is completed, and are especially useful for investors and financial analysts who can hear first hand what the management of a company has to say about the quarterly results.

These calls, also known as earnings calls, analyst calls or earnings conference calls, are offered as audio streams for some days after the actual call. Initially, these calls were made available only to institutional investors and Wall Street analysts.  Now they are increasingly being made available to individual investors through the Internet.

Usually these calls follow the same structure, with the operator or host introducing the management team at the beginning. Then the legal counsel of the company reads out the usual legal disclaimers. After this, the management welcomes everybody and the chief operating officer or the chief executive officer speaks about the performance and future prospects of the company.

The raw financial data including the reported earnings and revenues are presented after this, followed by the projected earnings and revenues. A lot of the information provided by the COO or the CEO in the initial parts of the report may be found in the press releases.

But more important is the way the conference call is handled.  Experts say that you can learn a lot about the future of the company from the tone and the manner in which the message is delivered.

After the management has presented its report, the audience is invited to ask questions. Individual investors may not get a chance to ask questions, but most people get the information they are looking for by listening to the answers to the questions asked by analysts.

The management has no time to prepare for the questions and you can make out if it is under pressure. You will gain experience as you listen to more conference calls and will learn to judge if a management is strong or bluffing.

Most companies post their conference call schedules on their websites. This information is also available on stock research websites. Besides this, you can go through the archives of the conferences of previous years too.

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Demonstrations are no substitute for live trials under actual business conditions. If need be, you should take the help of an outside expert in evaluating the features of a free trial service. You will find that this is a valuable investment, especially if you are going to use conferencing as an important communication tool in your company.

The trial services come without obligations, though some service providers insist on credit card information at the time of signing. In these cases, you will be charged for the next billing cycle, unless you cancel your subscription before the trial period ends. So, make sure that either you become a regular subscriber or cancel the free service before the trial period ends.

Make the most of the free trial period by learning about the features of the service. You may either ask the service provider to give you a list of facilities that he provides or take this list from the service provider’s website. Arrange a conference call involving people from your organization to test the quality of service. Make a list of the features that you want to test and ask the participants to be prepared to test those features. Check to see if the user interface is intuitive and easy to use.

Monitor the responsiveness of the data stream. This is even more important if you use video conferencing. The responsiveness will depend on the load on the servers being used by the service provider, as well as the bandwidth of your Internet connection. The throughput may vary, depending on the time of the day.

It is preferable to evaluate one service at a time, since you will need to arrange several conferences to try out all the features. If you arrange several free trials, with different service providers at the same time, you may not have sufficient time to test them all properly. If you find that the service does not meet your requirements, you can cancel the free trial and move on to the next service provider.

But once you find the right service provider stick to him. You will find that this will serve your needs better, in contrast to hopping from one provider to another.

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To have a pleasant conference call you need to observe the following rules:

1. The equipment plays an important part in the conference. Use a high quality headset with an adjustable boom microphone. Don’t use the speakerphone if you are alone. Learn how to use the mute button quickly and never put a conference call on hold. Also, avoid cell phones and wireless phones.

2. A quiet environment is essential for making conference calls. Select a silent spot to take conference calls. Close doors and windows and ensure that there are no noisy machines, animals, children, etc, nearby. Use the mute feature if you are making a conference call from your car. Don’t take conference calls while you are in public places.

3. Avoid making a noise while you are on a conference call. Never eat or hold other conversations on the side. Ensure that the microphone is positioned correctly, so that it picks up your voice, but not your breathing. Avoid touching the microphone or moving objects like paper close to it.

4. Stick to the point while you are on a conference call. At the end of the call, announce that you are leaving before you hang up.

5. Always start conference calls on time. It helps if you join the conference a minute or two before the scheduled time. This may help you get a static free connection and have some time for socializing or networking before that moderator joins the conference. State your name before you speak and avoid interrupting participants. Introduce all the participants at the beginning of the call.

6. It pays to be prepared before you start a conference call.  Schedule enough free time for the conference, which should include at least ten minutes before the conference and twenty minutes after it. Visit the washroom before the conference and keep a glass of water or a non-alcoholic beverage at hand.

7. Have all the information that you might need ready. Use a comfortable table and chair and keep other essential items like a pen, paper and a calculator ready.

Conference calls save time and money. If all the participants are prepared and know the etiquette of conference calling, it can help to make these calls more fruitful.  

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This is because web and video conferencing has become more affordable thanks to the development of powerful processors and high-speed Internet lines. Companies don’t have to spend 50,000 dollars to set up video conferencing hardware. They can do so at a fraction of this cost.

The areas where videoconferencing is already making an impact are telemedicine, live distance learning, business meetings, sales presentations and job interviews. More and more hospitals, especially in the developing world, are making use of videoconferencing to treat patients in remote and inaccessible areas.

Companies are realizing the value of videoconferencing in hiring personnel. They find that they can now find quality staff faster, and at a much reduced cost. The same is true of sales presentations. It has now become possible to reach out to a much larger audience from the comfort of your office. The presentations too are more standardized, and hi-tech.

But it is in education that the impact of videoconferencing is being felt the most. Schools and colleges are realizing the value of videoconferencing in delivering education. Lesson plans are being redrawn, and students are being encouraged to get involved in lesson development. Distance education is similarly changing gears, and moving to live video-based delivery to distant and remote sites.

Affordability is not the only reason for the growing popularity of videoconferencing. It is the interactivity that the medium brings. Company heads can now have a two-way communication with their sales staff based at distant places. Organizations can announce quarterly results to scores of correspondents and shareholders based in different locations in real time.

What’s even more important is that this communication is not one-way. Participants can ask questions on a one-to-one and one-to-many basis. There is also the possibility of sharing documents and files and making videoconferences a collaborative learning experience.

The setting up of several small and medium videoconference companies has given a further push to videoconferencing. These companies help first-time users conduct videoconferences across multiple sites. Besides hardware and software support, they also provide moderators who can help conduct a videoconference smoothly.

It is therefore not surprising to see several organizations turn to videoconferencing as an important communication tool. 

 

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Active Streaming Format. Popularly known by is acronym ASF, this is a Microsoft file format used for digital video playback over the Internet.

Auto-tracking: The term used to track speakers by voice. Color pattern recognition or radio signals can also be used.

Audio Video Interleaved. This is a Microsoft format and is used for digital audio and video playback from Windows 3.1. It is better known by its acronym AVI.

Bandwidth: The volume of digital data that can be moved across a cable. Video files need large bandwidth cables.

Buffering: The process of temporarily storing video frames before encoding or decoding for uninterrupted transmission or reception.

CIF: This is a video format that supports both NTSC and PAL signals.

CODEC: The hardware or software used to compress and decompress digital audio and/or video data.

Chrominance: The term used to specify the colors of a picture.

Decoder: The hardware or software used to convert video and audio signals for viewing.

Digital audio: This is used to refer to sound that has been encoded in a digital form for processing, storage or transmission.

Echo suppression: The process used to block echo in a videoconference.

Firewall: The hardware or software used to filter data flowing into a private network.

Full duplex: The technology that makes it possible to send data in both directions during a videoconference.

Gateway: The link that connects the Internet with a videoconferencing system.

H.261: This is the ITU standard for video coding for videoconferencing.

H.263: This is an ITU standard that defines video coding within videoconferencing.

H.264: This is an ITU standard for video compression.

H.323: This is the ITU standard for videoconferencing over networks where bandwidth is not guaranteed, such as the Internet.

H.324: The ITU standard that defines videoconferencing over standard phone lines.

Half duplex: This is used to refer to those conferencing systems in which data can only flow in one direction at a time.

Multicast: The system of routing videos over the IP for multiple users.

Jitter: The aberrations caused in video transmission on account of latency.

Latency: The time that a packet takes to move from source to destination.

Life-size: When the image size is the same as that of objects or persons.

Loopback test: The facility that allows the user to see the video and hear the audio signals that are being transmitted during a videoconference.

Lossless compression: A data compression technique in which no data is lost.

Lossy compression: The data compression technique in which some amount of data is always lost.

Luminance: The term used to describe the brightness of different portions of a picture.

MPEG: The standard used for digital video and audio compression and transmission.

Multipoint Conferencing Server: A hardware or software platform used to connect multiple users spread across multiple locations.

Packet: A unit of data transmitted across a packet-switched network.

PTZ camera: The acronym popularly used for Pan/Tilt/Zoom cameras. Such cameras can move sideways, up or down and can zoom in or zoom out.

RealAudio: A proprietary system for streaming audio (and now video) over the internet.

S-Video: The process that separates luminance and chrominance when moving a video on separate wires to improve video quality.

Streaming media: This is the process used to send video or audio over a network that the user can view or see. This data cannot be stored by the end user.

T.120: This is an ITU-T standard that provides for document conferencing. In this, two or more users can concurrently view and edit a document across a network.

Teleconferencing: The exchange of audio or video data between two users across a telecommunication network.

Transcoder: The device used to convert data stream from one format to another.

Transcoding: The term used to denote conversion of data stream from one format to another.

Unicast: The transmission of a data stream to a single user.

Video server: The machine used to store and transmit video across a network.

Voice activated switching: The system that makes it possible to switch the video feed to whoever is speaking in a multipoint videoconference.

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If you use a reserved service you will have to call the service provider and schedule a conference. You will have to specify the date, time, duration and the number of lines you need.

If you opt for a reserved automated toll free service, you can schedule the conference and get a toll free number with a pass code that you can send to the participants. Participants can use the pass code to join the conference, without any help from the operator.

A reserved operator dialed conference involves providing the names and phone numbers of the participants to a call center. An operator will call up the participants at the scheduled time.

If you opt for a reserved toll free operator attended service, you will be provided with a toll free number, which you can pass on to the participants. They will be greeted by an operator when they call.

Reservationless services do away with the need to call your service provider to schedule conferences. Your service provider will provide a separate host account for each employee in your organization who is authorized to conduct conferences. Conferences can be conducted at any time of the day or night, by means of toll-free dial in numbers and pass codes.

You should also compare the options offered by different service providers and identify those who offer the services you need. Also, you should find out about whether additional charges will have to be paid for the options you are looking for.

A reservationless service may suit you, but you may need a different type of service for special projects. Find out if the service provider you are working with will provide these options at competitive rates. It may be preferable to stick to your regular service provider for special projects.

See if the basic invoice used by the service provider is easy to understand and whether it is easy to calculate the average cost of a call. Find out if call details and statistics will be made available by the service provider on request.

Web and video conferencing options may be an advantage, even if you don’t need them presently. Customer service is an important consideration while deciding on a service provider. Providers who offer the best service usually charge slightly higher rates.

Look for a service provider who offers the type of service that meets the needs of your business today, and also has the capacity to meet your needs as your business grows and evolves.   

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Web conferencing especially benefits merchants online. It helps to lower costs, boost sales and improve profits. It also makes the sale process more efficient. You can use it to collaborate, provide product demonstrations and give your customers a guided tour of your website.

In web conferencing provides you can use a combination of instant messaging, voice calls, web co-browsing, together with video conferencing, to make your conferences more productive. This is why companies and non-profit organizations are now holding more meetings on the web.

A good thing about web conferencing services is that they are relatively inexpensive and easy to use. Usually only the initiator of the conference call is billed. The outbound conference call facility may be hosted by the organization using it or the services of a call service provider can also be used.

Usually web conference calls interface with other hardware, without the need for any special hardware. While a web conference is in progress, participants can see what you are doing on your computer.

VoIP technology is commonly used for web conferences and it enables participants to converse freely, by means of microphones and speakers. Webcams can also be used to allow participants to see each other. 

Free software is easily available as a component of chat programs. It has helped to make software-based video conferencing accessible. Handouts can be distributed electronically, without any need to spend money on printing them out. This can lead to cost savings.

A video conference can be organized like a regular conference, with a chair person conducting the conference. It may be possible for participants to transfer files during the conference.

One needs to be aware that to transmit audio and video simultaneously, there is a need for adequate bandwidth. The quality of the video signal may be limited by the bandwidth that is available. There may be a need to use pre-recorded audio and almost static material. These are important points, and should not be overlooked. They can make all the difference between successful and unsuccessful web conferencing.

You must remember that that web conferencing is a live interaction. You must put your best foot forward if you to have make a mark.

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Sometimes, personal or sensitive data may be communicated in a conference call in which two or several users may be taking part.  A service provider will be in deep legal trouble if he records such a conference call without permission. It is therefore essential not only to decide which conference calls are to be recorded, and which need not be recorded.

Also, it is important to check state laws. In certain states, it is illegal to record calls without prior permission. Also, ethics demands that all users taking part in a conference call must be informed before the start of the call that the call is being recorded.  To do so otherwise is not only a breach of trust, but may invite severe legal penalties.

These precautions are important because conference call services have a feature which lets users record a conversation. The users can do so by accessing the website of the service provider, and initializing the function. This feature is available to both the conference call manager and the individual users. Either or both of them can maintain a recorded copy of the conversation.

In the case of cell phones, it is possible to call the voice mail service of the cellular phone organization, and initiate a recording session. This, however, has a limitation of one minute or so. Hence each recording can be of a maximum length of 1 minute. Also recorded voice mails are not generally forwarded to email boxes.

TrekMail is another solution. It lets users record up to 20 minutes. The recorded file is then converted into an MP3 file and sent to the e-mail box of the users.

As far as fixed land line phones are concerned, a simple way to record conference calls is to attach a recorder to the line. This will record the conversation, which can then be retrieved and sent to participants. Initially only analog recording was possible, but now all recordings can be done in the digital format.

In case of a three way call enabled line, a call can be made to the voice mail service. The voice mail service would then record whatever information it hears over the line. This is applicable to fixed line phones, mobiles and VoIP based phones.

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The three basic types of conferencing solutions are: audio conferencing, video conferencing and web conferencing. It is also possible to mix and match from among the three conferencing solutions, to meet your needs.

Audio conferencing solutions have been around for a long time. They range from the basic conference calling features, available on most PBX systems, which link three phone lines, to advanced outsourced services. It is also possible to make inexpensive two-party conference calls, by using speakerphones, with two groups of participants seated around conference tables.

These conference calls are effective, but they do have their limitations. It may not be easy to hear all the participants.  If an 800 number is not available, one of the parties may have to bear long distance charges.

Hosted conferencing solutions allow multiple parties to be linked via telephone lines. They provide a higher level of convenience and professional service. These services may be “reservationless” or operator-assisted. “Reservationless” services allow clients who have an account to schedule the calls themselves.   Though operator-assisted services may offer additional services, more people are opting for “reservationless” services, to reduce costs.

Videoconferencing solutions are the closest option to being there, though they may be difficult to set up and use. They also require specialized systems and support. However, they offer a cost-effective option when you consider the loss of productivity and costs related to travel.

Video conferencing provides powerful media and conferencing tools. It also allows people to see and speak to each other in real time, which is ideal for conferencing.

Web conferencing solutions are the most effective means of sharing computer desktop applications, like spreadsheets. These services provide a good method of demonstrating software products to clients.

Web conferencing solutions usually provide audio conferencing options. Web solutions are easy to set up and install and they have an easy-to-use desktop interface. Meeting tools like document sharing and white boarding are also available.

The selection of the right conferencing solution depends on what you aim to achieve with it. A basic audio conferencing solution may be sufficient for many organizations. A web conferencing solution may be more appropriate if you need to demonstrate a software product or require more interactive conferencing. Video conferencing may be the right choice for large-scale, mission-critical projects that need regular collaboration with distant offices.

Remember that a conferencing solution is a tool designed to help you meet the business objectives of your organization. Avoid selecting a solution that is a waste of money or is not capable of meeting your needs.

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1. If you are late in joining a conference call, resist the temptation to eavesdrop and announce yourself as soon as you join.
 
2. If you are the first to enter the conference call, try to wait patiently. It may be irritating to wait silently but it is best to do it. Don’t hang up or keep asking if anyone is there.

3. If other participants are late in joining the conference call, you can commence the meeting after waiting for at least five minutes, provided a minimum of three people are present. Avoid chatting and focus on the subject of the conference, while you wait.

4. Don’t talk about subjects that are not related to the conference. If you have to convey some important information to a participant, don’t do it during the conference.

5. If you want to speak to a participant about a personal matter at the end of the conference, do it after the conference is over. It is expensive to hold a conversation between two people during a conference call and it is not meant for this.

6. People who participate in conference calls need to state their names before they speak, to save time and to avoid confusion. If you don’t know who is speaking, avoid commenting on what is said.

7. Every conference call needs to have a clearly designated leader and all participants must be informed about who the leader is. Participants may not be allowed to join the conference by the operator, if they are not aware of the name of the leader.

8. If you have to leave a conference call early, announce that you will be leaving in five minutes. This will prompt participants to discuss matters concerning you, before you leave. Don’t announce that you will be leaving early as this might give people a poor impression about your loyalty and commitment.

9. If you must leave the conference call for a short while, you must announce that you are leaving. If you sneak out without informing anyone, someone might ask you a question and the other participants may get the wrong idea about why you are not answering. They may jump to the conclusion that you are not alert or are not willing to part with information.

Knowing how to handle situations like this will help you to participate more effectively and to make conference calls more fruitful.

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