How to have a reliable Event-based Conference Call, without paying through the nose.
Many large companies (public companies especially) have quarterly updates which prompts earnings conference calls with a large number of call attendees. This can be tough to manage which is why the competition are charging an arm and a leg for managing these calls.
At Lypp we operate a little differently. Yes, we can provide assistance on large conference calls but it’s more for comfort than anything else. Any user at Lypp can have a large forum-based call (hundreds of callers) without any assistance from us
How to use Lypp Conferencing for a large conference call event.
1. Login and go to them Phone Book. Upload your attendees information to your Lypp Phone Book via vCard or CSV. If you don’t have the attendee info, don’t panic
2. Create your Lypp call. Turn on Record (assuming you want to record the call) & Lecture Mode.
3. Add the call attendees you have uploaded to your phone book to the call by either; clicking on on their name or using search suggest within the phone book widget on the Create Call page.
4. Forgot to add an attendee to your phone book before-hand and want to add them now? No problem, use the Fast Add widget to add the attendee to the call and your phone book at the same time.
5. Finish but clicking Create Call at bottom of page. Attendees whom you have entered email addresses for will get the call notification shortly thereafter.
Call Preparation
A few days before the call make sure you make the time to go through a few trial runs and familiarize yourself with the system so there are no surprises.
A few minutes before the call login to Lypp.com. You will see scheduled call and a Moderator Console button, click on it.
Once in the Moderator Console we can watch as attendees are called in by Lypp and observe those who are dialing into the call. If a caller does not make it into the call we will see that happen and with the click of a button we can have the system call the person back or we can send them an email with the dial-in information
Managing the Call In-progress
Since we are using Lecture Mode all attendees will be brought into the call muted. They will not be able to talk until the moderator un-mutes them.
When you have identified the main speaker (eg. CEO, CFO etc.) unmute them so that they can address the audience. Allow them to speak and when the next speaker is ready mute the first speaker and un-mute the next speaker.
Q & A
When you are ready for Q&A you will want to announce the audience that if they have a question they are asked to press 6# on their phone dial pad. When the audience member does this a “Hand up” icon will appear on the moderator console beside the attendee’s call information.
As the moderator you can drop the attendee who raised their hand into a Private Room. You can then drop either yourself or another member (call assistant ) into that private room as well. You or your assistant will have a private conversation with that attendee, obtain their question, name etc. When you are ready you can bring both parties back into the main conference. The attendee that was muted before entering the private Room will re-emerge in the main conference muted once again.
Here is a video that provides a general overview on how to set up a Lypp call. Much of this functionality is show here.
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