Introduction. Type of Audio Conferencing

Transcription

1 Company Profile Shinetown Telecom Group was established in Headquartered in Hong Kong, we started our operation in Hong Kong as a licensed Private Payphone Service Operator. Apart from providing full turn key projects for payphone installation and maintenance at convenient stores, fast-food chain, photo shop chain, pharmacy chain and others. We also operate our own chain of payphone installed at over 800 locations island-wide. Today, we remain as one of the largest Private Payphone Service Operator in Hong Kong. On 18 th March 1999, we were award an External Telecommunications Services (ETS) Operator license by The Office of the Telecommunications Authority (OFTA) of Hong Kong. We have since expanded our business into IDD services. On the same year, we launched our range of popular IDD products, including CHAT CHAT International Calling Card and IDD1630 among others. Since then, we have seen our IDD business soared despite the stiff competition. We are now one of the biggest ETS operators in Hong Kong with millions of IDD minutes aggregated every month. After the deregulation of Singapore Telecommunications Sector in April 2000, we acquired a Services-Based Operator (SBO) license from Infocomm Development Authority of Singapore (IDA) on 10th April With plenty of confidence and commitment in Singapore market, we were one of the earliest SBO to commence operation in Singapore. We started offering IDD products soon after, under our popular brand name of CHAT CHAT International Calling Card and direct access code IDD1526 and the respond are overwhelming. To date, our calling cards are selling at 7-Eleven, CHEERS and others authorized dealers in Singapore island-wide and used by thousands of customers. In additional, we have built up an impressive list of corporate customers who use our IDD1526 service for calling and faxing to overseas countries. We are continued to grow our customer base in Singapore and staying ahead of others competitors.

2 Introduction Audio conferencing service is a fast and easy way to talk to multiple parties over the phone at one time. It has become increasingly an important part of the communicating process with colleagues, customers, or business associates in around the world. Decision can be made quicker, time and cost spent on traveling will be reduced, risk on traveling under very circumstances will be minimized, are just a few of the advantages on using conferencing services. A combination of 3-way conferencing features on your phone lines and IDD 1526 would allow you to have ready access to dial-out type of conferencing service. For example, you can pick up the phone to dial a number to US using IDD 1526, follow by a press on the hold or conferencing button on the phone set to put the call on hold. Subsequently make another call, for example to Hong Kong again using IDD To make all it the conferencing call for three parties to hear and talk to each other, just press again the hold or conferencing button. Always check with your phone line operator if 3-way conferencing is available on your line before using. What would happen if you have more than three parties to participate in the conference? This is when next level of audio conferencing will come in place. The following section will detail each of the type of audio conferencing service that that we offer. Depending on the different requirement, you will find one that suit your conferencing need. Type of Audio Conferencing We offer four types of audio conferencing services. Each of which is customized to suit different requirements of the conferencing session in term of number of participants, conferencing feature packages and complexity. You can decide to use any of the following type before commencing your conferencing session. Services that selected can be different for each session. 1. Premier Service This service type is suitable for high-visibility audio conferencing session, for example a formal presentation to a large group, an Investor Relations call, a focus group, or press conference. A dedicated conference coordinator will be assigned to manage your conferencing through out the whole session. He or she will be acting as a meeting manager, becoming your single point of contact and works with you. The conference coordinator will also greet each participant before entering him or her into the call. Additional assistance from multiple Conference Coordinators is available as required. The standard conferencing features for Premier Service include: Pre-notification Web RSVP Participant Screening Question & Answer Conference Recording Polling Instant Replay Plus Participant List Net Conferencing Listen Only Meeting Manager FEATURES AND FUNCTIONS

3 2. Standard Service This service type is suitable for a medium-size audio conferencing session group, for example a staff training session or project management meeting. A Conference Coordinator will greet each participant and announces him or her into the call and frequently monitors your meeting. While he or she will not following you through out the whole session. He or she and can be called for assistance at anytime by pressing *0 on a touch-tone phone. The standard conferencing features for Standard Service include: Standing Reservation Roll Call Instant Replay Plus Tape Playback Announce Late Participants Net Conferencing 3. Unattended Service This service type is suitable for small-sized internal conferencing session, for example a regular staff or project meeting. For this service, reservation is required, and each participant will need to key in a numeric pass code on his or her touch-tone telephone keypad. This pass code can be customized for each of the conferencing session. In additionally, a Conference Coordinator may be called for technical assistance by pressing *0 on a touch-tone phone. The standard conferencing features for Unattended Service include: Standing Reservation Tone In Master List Web RSVP 4. Instant Meeting Service This is the most common service type that used. It has the flexibility for participants to start a conferencing session at any time, without making a reservation. To do that, a dial-in numbers and pass codes are assigned to the leader of the conference session and participants. To initiate any conferencing session, leader simply distribute the pass code to the attendees along with the date and time, no prior reservation is necessary. The dial in numbers and pass code will remain permanent for all future sessions. In additionally, the leader will be able to control conferencing session via button pressing on a touch-tone phone or via a simple Internet interface called the Instant Meeting Web Moderator. The standard conferencing features for Instant Meeting Service include: Roll Call Conference Continuation Conference Mute Conference Lock Entry/Exit Announce Setting

4 How Do Participants Attend the Audio Conferencing Session There are a few ways for participants to attend to the conferencing session from their individual locations or countries. Dial Out A Conference Coordinator will be able to help to call each participant and connect him or her to the conferencing session. Leader will just need to notify participants of the day and time. Dial Out is available with Premier, Standard, and Instant Meeting Service only. The Dial Out facility on the Instant Meeting Service is initiated by the conference leader and is enabled using the Instant Meeting Web Moderator. The calling rate for dial out varies from countries to countries. Free Phone (Toll Free) Meet Me Participants from individual location or countries can be given a toll free number from them to dial in to attend the conferencing session. They will not be charged for the entire calling period to access the session, instead leader will bear the calling charges. Direct Dial (Toll) Meet Me Participants from individual location or countries will dial in an remote access number using their own telephony services, e.g. international direct dialing (IDD) service. The remote access numbers normally locate at the same location or country as the leaders. However, local access number is available for specific countries. Please contact us for details. Additional Audio Conferencing Features An additional conferencing feature is available apart from the standard package come with each service type. You may choose from any of the following three groups of features: 1. Advanced Features Audio Streaming & Replay. Broadcast audio content to a large, geographically diverse audience over the internet. Audio streaming supports up to 1,000 participants. Use Audio Replay in addition to an Audio Streaming conference or as a standalone product. The replay is available for 30 days. Conference Monitoring. A Conference Coordinator will continuously monitor your call for quality. Dialing *0 will bring immediate assistance. Net Conferencing. Designed to complement any conference call, this powerful feature allows all participants to view your meeting documents over the Internet. No special software is needed participants simply access a pre-assigned Web site. Participant Screening. We ll pre-screen participants as they enter the meeting. Polling. An instant opinion poll or survey can be conducted by asking participants to signal responses via their touch-tone phones. Question & Answer. You can conduct an orderly question-and-answer session without interruptions, while the audience remains in listen-only mode. Sub conferencing. Pre-designated participants may confer privately within a separate call and then return to the main meeting.

5 2. Support Features Announce Late Participants. We will announce late participants as they enter your call. ASAP Calling. When you need to hold a meeting immediately, request ASAP Calling. A conference call can typically be arranged in 20 minutes or less. Coordinator Request. A Conference Coordinator is available to fulfill special requests during your call. Enter & Announce. Each participant will be entered and announced into the meeting. Listen Only. To ensure that your large call is conducted efficiently, participants may be placed in listen-only mode while the conference leader is speaking. Music While On Hold. Music can be provided to participants waiting to be entered into the call. Roll Call. We can conduct a roll call so that all participants know who else is on the line. Secured Call. To ensure privacy, this feature allows the conference leader to control the entry of participants into the call. Tape Playback. A Conference Coordinator will play your prerecorded audiocassette during your meeting (24-hour notice required). Tone In. A tone will be heard for each participant as they enter the call. 3. Administrative Features Manage My Meetings. You can access several online tools with one login name and password. Conference Recording. We ll record your conference calls on audiocassette. Customer Reference Codes. Identify the calls listed on your conferencing invoice by name, number, or combination of both. You may choose up to 20 alphanumeric characters to denote customer-specific information for accountability purposes. This feature must be set up at the time your Conferencing account is established. e-scheduling. Make your reservation over the Internet by logging on to web site and choosing e- Scheduling. Interpretation/Translation Services. We can refer you to a language translation company who can provide online language interpretation services for your call (24-hour notice required). Instant Meeting Service Subscription Tool. Subscribe to and modify your Instant Meeting Service account online. Instant Replay Plus. Participants can listen to a digital recording of the conference call at their convenience. You can also provide participants the option to receive documents via fax or answer survey questions using their phone. Master List. We will keep a file of your call participants. This alleviates the need to repeatedly supply phone numbers.

6 Mute/Unmute. Participants and/or leaders who may be on the phone without mute capability can mute or unmute themselves by using their touch-tone phone. Participant List. At your request, we will compile a list of participants who attended your conference call. Pre-notification. We will notify participants of the date and time of your meeting (48-hour notice required). Standing Reservation. You can make a standing reservation for a regularly scheduled conference call. Transcription. Conference calls can be transcribed to either paper or electronic file. Web RSVP. Conference leaders can collect and view participant information online. Participants register via the Internet and responses are stored in a centralized mailbox.

7 Χ Nominal charge for this feature. Feature is included at no additional charge. If box is not marked, feature is not available. Premier Standard Unattended Instant Meeting Meeting Manager Participant Screening Polling Q&A Sub conferencing Coordinator Coordinator is on Coordinator is periodically the line throughout available for monitors the call to the call technical problems ensure quality Net Conferencing Χ Χ Χ Audio Streaming & Replay Χ Χ ASAP Calling Coordinator Request Χ Tone In Enter & Announce Listen Only Music While On Hold Roll Call Announce Late Participants Available at subscription setup Secured Call Tape Playback Customer Reference Codes Conference Recording Χ Χ Master List E-Scheduling Instant Replay Plus Χ Χ Web RSVP Χ Χ Χ Participant List Χ Χ Prenotification Χ Χ Χ Standing Reservation Transcription Χ Χ Interpretation/ Translation Services Mute/Unmute Manage My Meetings Instant Meeting Subscription Tool Χ Χ Advance Support Administrative

8 Steps To Schedule Your Audio Conferencing Session 1. Call for Conferencing session reservations. An access number will be given upon your sign up. You may also log onto to web site and follow the e-scheduling instructions to reserve your conferences online. 2. Provide the following information. Your name, address, and phone number Authorisation code Any information you would like to appear on your invoice, such as department or budget code Name of the person leading the meeting and an address and phone number where he or she can be reached during the call The date, time (including time zone), and approximate duration of the meeting The number of participants attending your meeting Your billing address 3. Specify how participants will access your electronic meeting: Dial Out access Free Phone Meet Me access Direct Dial Meet Me access If you schedule a Dial Out call with Premier or Standard service, you will need to provide the following information for the participants who will be attending: First and last names Phone numbers 4. Select features to enhance your meeting management capabilities 5. When your call confirmation is sent to you, please verify that all information is correct.

9 Audio Conferencing Tips Our goal is to help you plan and conduct your conferencing session, allowing you to concentrate on effectively achieve the purpose of your session. To make sure it runs smoothly, you may consider these tips: Conduct a roll call. Remind participants to identify themselves by name and location when speaking. Address individuals by name when speaking. Encourage participation and stimulate discussion. *0 is available at any time for Conference Coordinator assistance on attended level calls. If you disconnect, simply redial the conference phone number and enter the passcode. If the Conference Coordinator dialed out to you and placed you into the call, he or she will reconnect you. To ensure that the sound quality of your call is clear: Speak clearly and avoid side conversations and background noise. Try to avoid using a speakerphone. However, if it is necessary, be sure to use the mute button when not speaking. If your meeting has many participants but few speakers, increase the sound quality of your call by asking your reservationist to reserve listen-only mode so participants are muted until it is time for them to speak. Distribute pre-call materials to all call participants. Plan to record your conference for those who cannot attend. Create a list of speakers who will take part in the session. Contact To find out how we can customize the product mentioned above to your company s need, please contact us at: Shinetown Telecom (S) Pte Ltd 27A Tanjong Pagar Road Singapore Tel: (+65) Fax: (+65) [email protected] or visit us at