Tips on Arranging International Conference Calls

October 20th, 2009

In our world today, technology plays an ever important role. Moreover, with the advancement of the internet, conventional assemblies, conferences, and board meetings have also gone to the future. Along with that, what used to be a difficult task to accomplish can now be handled through conference calls. Indeed, such an evolution has sped up the way we do business. And, since business enterprises are not mere islands, it requires the need to communicate to vast distances and sometimes remote locations. The point is that since our generation has experienced a paradigm shift, we need to better equip ourselves in order to flow with progress. If not, we will be left behind and this could subsequently affect our productivity.

International conference calls are undoubtedly going to be needed. At one point or another, companies will have to make use of it. Having said that, it is imperative for companies and businesses to make ample preparations because a lot is at stake. A company’s image, reputation, and overall dignity is being risked with every conference call. This fact is not meant to scare anyone, it is just an emphasis on the gravity of every conference call handled. The consideration then, is prepare for every conference call in order to reap the rewards and proceed with high hopes. Bottom line is that every conference call should be managed and arranged accordingly. At all means, companies should not only convey their image through their appearance but they should also take care of technicalities.

There are a lot of choices to make when setting up for an international conference call, be it a training session or business meeting. Making arrangements should be the most important factor and should be the first priority when making an international conference call. When making arrangements, the facilities and the main lay out should be the main concern. This means taking care of all the tools that will be used, laying out the tables and chairs, and preparing the staff. Additionally, the facilities are meant to work in your accordance to create the best environment possible. The gist of a conference call, therefore, lies in the seating options and arrangements. Elaborated are the different types layouts that can be utilized in a conference room.

Classroom or Theater Layout

A classroom or theater layout comes first in our list because it is believed to be the most appropriate arrangement for an international conference call. The layout is very simple. Just like in a theater, the screen is positioned in front while the audience (staff members) are all seated by rows. There are no preferences on tables and chairs as long as the arrangement complies with the proposed set up. This arrangement is beneficial in a way that it optimizes the space and allows more members to be inside the room.

The Typical Conference Call Layout

The typical conference call layout (also known as the boardroom) is where a large elongated table is surrounded by chairs and is in front of the screen. The advantage of this setup is that everyone has space for writing and the whole group can easily be seen. However, it doesn’t always offers good views as every person is seated at a different position with respect to the screen.

Clustered Layout

A clustered layout is best suited for workshop-type presentation. Basically, this arrangement is done by grouping like-minded individuals together in order for them to interact better. Everyone will still be in front of the screen, only this time different groups will be scattered around the room.

8 Top Tips for Taking Conference Call Notes

October 20th, 2009

Avoid the temptation to view conference calls as less serious than traditional face-to-face meetings. They can be an important part of your career, and taking good notes during conference calls keeps you from wasting the group’s time. Here are 8 top tips for taking conference call notes:

#1- Play to your strengths
If you type faster than you write, type your notes in a word processor to be sure you keep up with the discussion. However, you may be able to track the flow of conversation more easily and draw connections between ideas if you are using a pen and paper. Find which approach works best for you, and remember that some handheld devices can offer the best of both worlds.

#2- Prepare ahead of time
You know the call is coming, so there is no excuse for not being ready. Open a word processing program or get a notebook, and take whatever other steps you need to hit the ground running from the start of the meeting. Ideally, your setup allows you to keep your hands free to capture important information.

#3- Record the call (if possible)
Recording the call may not always be an option, but it is the best way to make sure that you remember everything that happens during the conference call. The drawback is that it is not always easy to refer back to specific parts of the discussion.

#4- Use an agenda
You can distribute an agenda for the conference call ahead of time and build in spaces for note taking. It will allow you to keep the meeting on track and give you a chance to quickly organize your notes while the call is underway.

#5- Repetition is necessary
Do not be afraid to ask a speaker to repeat a key point if you had trouble getting it down the first time. It will avoid misunderstandings later on, and everyone would rather take a moment to repeat a single statement if it means that they won’t have to repeat the whole meeting later.

#6- Don’t leave yourself out
Remember that you are an active participant in the meetings, and your comments will steer the discussion. It may feel strange to take notes on what is coming out of your own mouth, but remembering what you said will put the other remarks in context. It will also be helpful when trying to recall what you DIDN’T mention during the meeting.

#7- Summarize the meeting before the call ends
If possible, take a moment at the end of the meeting to summarize what has been discussed with the other participants and compare it with your notes. That way you can be sure that everyone is walking away with the same major ideas.

#8- Make sense of your notes while you still can
Immediately after the call, go back to your notes and check them for readability. If you used shorthand or abbreviations, this is the time to go back and write things out fully, while the meeting is still fresh in your mind. A few months down the road, you may not be able to translate your thoughts from the page as easily.

Being adequately prepared and planning out your note-taking strategy ahead of time will let you take thorough, useful conference call notes, which ensures that everyone has spent their time effectively. Hopefully, these 8 top tips will help.

10 Tips for Communicating Better in the Office

September 16th, 2009

The modern workplace has more options for communication than ever before and yet still people misunderstand each other. In fact, many companies are hampered by information overload, leading to lost productivity and innovation. With these simple tips, you can ensure effective communication.

1. Meet Face-to-face

Talking to someone face-to-face is the most basic, and still the most effective, means to assure mutual understanding. Body language and voice inflection cannot be judged through e-communication, so if there’s someone with whom you often have communication issues, try meeting in person. Face-to-face check-ins actually strengthen relationships and make digital communication even more effective.

2. Listen

People tend to speak and then think about their next statement, rather than listening to responses. This creates a situation ripe for miscommunication. Make sure to be an active listener. Try asking questions and restating the other person’s meaning in your own words to ensure you understand.

3. Common Ground

If there is a difference of opinion, focus on the common ground, those areas where you can reach agreement. This will make for more productive problem-solving, rather than a divisive argument.

4. Reason over Emotion

When people do disagree, emotion can make communication even more difficult. If people are angry, others automatically get defensive and nothing will be accomplished. Try to keep some emotional distance from the situation, especially if the other party lashes out. Remember not to take this personally. The emotion likely stems from frustration or fear, not necessarily from you.

5. Use Technology Wisely

Everyone has sent an e-mail they wish they hadn’t. When e-mailing, people tend to lose inhibitions and get into conflicts much more easily. Those conflicts can quickly spiral out of control. Technology is an essential tool in today’s workplace, but remember to consider the people with whom you’re communicating. Don’t overwhelm them with lots of e-mails or interrupt with instant messages if you don’t get an immediate response. Above all, remember to be clear and concise. Use technology to confirm simple facts; have sensitive discussions in person.

6. E-mail Clarity

When sending an e-mail, keep it focused on one topic, issue, or question. Make sure the subject line clearly reflects this. Recognize the recipient can’t read your mind, so supply necessary details. Re-read everything.

7. Reply-all

Use reply-all sparingly. Workers get an average of 200 e-mails a day, in addition to all other forms of communication, so getting buried is easy. Make sure to check the recipient line before you hit send on any e-mail.

8. Instant Messaging

Instant messaging is instantaneous, but it also easily creates misunderstandings. Don’t become impatient if people don’t answer immediately. And try not to be abrupt. IMs don’t have conversational cues like face-to-face talks.

9. Acknowledge Mistakes

Make sure to acknowledge mistakes, but don’t be accusatory. Treat mistakes as learning experiences. They are inevitable and being upfront about them will foster a more productive environment.

10. Quality over Quantity

More communication does not mean effective communication. Focus on clarity and conciseness. Your coworkers will thank you for it.

Conference Calls In Gaming

September 16th, 2009

Video games have traditionally been known as a basically a solitary affair. While many of the earliest game consoles featured a multi player option, it was relatively crude and few took advantage of it. Even early multi player games felt very lonely, since the only noticeable difference in the experience was that artificial intelligence was replaced by human intelligence in one’s opponents and allies. Conference call technology has been changing all that for nearly a decade, bringing players together from all over the world to play in a more fun and social atmosphere.

This has affected the world of video games dramatically, opening new possibilities for game developers. Conference calls make the gaming experience many times for interesting and exciting, effectively melding the world of social networking and video games. Players can make connections with players from all over the world, forming groups within certain games to progress through games together.

Conference calls also add an element of reality to multi player games, either in console or PC formats. As revolutionary as multi player gaming is, it lacked this element of reality early on. Multi player video games began on the PC games as these lent themselves most easily to online play. In order for the players to communicate, however, they had to interrupt the action by typing in a chat box. Voice chat and conference calling were not yet fixtures in the gamer’s set of tools. The interruption of game play led to frustration and quickly limited communication during online games to quick instructions or questions between players.

Now, thanks to conference call technology, players can casually talk with each other at will. They could be discussing the game itself, as is often the case, or they may just as easily be discussing the movie they saw last week. Conference calls allow players to have conversations that are more fun, light, and sociable without interrupting or interfering with the game play in any way.

This enhances the overall experience considerably and keeps gamers coming back for more and more. The benefits of conference call technology extend to virtually every kind of multi player video game imaginable in either format. The biggest winner by far, however, are games that focus more on the social aspects of the experience. Sometimes these are merely chat room platforms that take advantage of video game technology to simulate direct interaction more closely. Others, such as Second Life, enhance the realism of the experience since conference calls allow players to hear each other’s real voices.

These developments seem to be an important step in the progression of realism in video game experiences, making an already-popular diversion even more interactive and interesting. Conference all technology has added a whole new dimension of fun and social connection the experience of playing video games.

What’s next? Whatever unfolds in the coming years as entertainment technology develops, conference call technology is sure to be at the heart of it, keep people connected and having fun all over the world.

Top Ways to Improve Teamwork Using Conference Calls

September 10th, 2009

Conference calls are becoming more and more popular, but sometimes they get a reputation for being long and unproductive, rather than helpful. Here are some tips for improving teamwork with conference calls and making them effective and efficient.

Set an Ending Time As Well As a Starting Time
Having a set schedule which includes a closing time will eliminate the dread which accompanies an open-ended meeting. It will also motivate people to be far more concise and to stick to the topics at hand. This will allow participants to look forward to the call, rather than thinking of it as the herald of a wasted day.

Another important point is to allow five minutes before actually starting to discuss business in the conference call. This will allow for people who don’t get connected right on time. Always remember to allow for realities such as this. It will prevent distractions when the call actually begins.

On the other hand, end the call right “on the dot.” People will be far more favorable about your conference calls if you cultivate a reputation for letting them go on with their day exactly on schedule. Make sure you are not the one who causes delays.

Only Include Those Who Really Need to Be There


Many of us have suffered through meetings which are mostly about other departments in an organization. Eliminate this boring waste of man-hours by only including those who really have a need to participate. Making sure the subject of a conference call is directly relevant to all present is key to ensuring their alert participation and goodwill towards the entire process.

Choose a Time Which Really Works for All Participants

It is not productive or beneficial to schedule a conference call for times when it’s the “middle of the night” for overseas employees, or even those on the opposite coast from the company headquarters. Remember, 7AM Eastern Time is 4AM Pacific, and it’s even worse when there are overseas participants. Employees dragged out of bed at 4AM are likely not going to contribute anything useful to a conversation. Schedule calls for times when everyone participating is truly awake.

Establish the Agenda, Objectives, and Ground Rules In Advance
Let participants know exactly what the conference call is supposed to accomplish. Give them the topics in advance, so all are able to collect any necessary information or materials they will need. Just like a physical meeting, unprepared participants are unlikely to be able to properly contribute.

If the conference call requires PIN numbers or other login information, be sure everyone has these credentials. Also be sure everyone knows the phone number they will need to call into. Send out several reminder emails to the entire list of participants. This way, everyone will have the info, but no one is put on the spot by having to ask for it.

With these simple tips for structuring a conference call, productivity of the calls should increase, and participants should become more eager to participate.

Conference Calls Helping in Todays Economy

July 27th, 2009

Conference call solutions provide an innovative way for large, small, and expanding organizations to communicate with multiple customers and clients instantaneously on a worldwide basis. This technology may sound like an expensive option, but many companies are using it to save on expenses and increase proficiency.

Businesses today are looking for ways to cut costs without jeopardizing customer/client communications. Although this cost savings trend can be largely attributed to the fluctuating economy, it’s ultimately leading to more efficient ways of communicating and doing business.

Voice over internet protocol (VOIP) has opened up the doors for businesses to communicate over the internet, which not only saves them on long distance charges, but also allows for video and audio conference calling between participants regardless of location.

With this technology, meetings can be conducted between two or more people in real time. Not only can participants collaborate with each other without ever having to leave the office, but documents can be shared between everyone in an instant.

Conference calling negates the need for organizations to send employees to distant locations for business meetings. This saves them on travel expenses, and because workers spend less time traveling and more time working, it increases company productivity as well.

Conference call solutions allows clients and customers to meet more frequently to discuss business matters. With this said, conferencing not only allows for cost savings and increased productivity, but it can also have a positive influence on the decision making process as well.

A recent report from Synergy Research Group indicated that the worldwide market for Collaborative Applications totaled $913.3 million in sales during the first quarter of 2009. While many customers are waiting for the economy to bounce back before making purchasing decisions, the conferencing industry has managed to increase revenues. Synergy Research notes that this growth in spending can be attributed to companies looking for technological solutions that have a short return on investment, and will increase employee efficiency.

Just because a business is looking to cut costs does not mean mean it needs to sacrifice customer/client communications, efficiency, ans productivity. Conference call technology will help a company to save money and remain successful at the same time.

Regardless of whether a company is very large and needs a provider that can supply moderators for conference call sessions, or an expanding business looking for a cost effective solution for communications that will increase employee effectiveness, there are teleconferencing providers available that can help them stay ahead of the game.

Feed Back From Our Free to Use Go Customers.

July 17th, 2009

Since the launch of our new free to use GO product. Conference Genie customers have already started sending us positive feed back.

“So far so good, very easy to use and quick to set up. I did call to speak to one of your customer services people and they were helpful and pleasant.”

Thanks,

Amelia



“The conference call experience was very good.”

Alec Leighton

Managing Director


“It was very easy to set up and it worked! and I will definitely use you again”

Karen Barnes



“Excellent service - thank you very much”
Duncan Flack

Its great to see so many customers taking advantage of the free service.


9 Of The Most Important Phone Calls of All Time

June 25th, 2009

Modern life would be utterly inconceivable without the telephone. It is arguable that no other device has had as powerful a shaping influence on culture and society, and all of us depend on the telephone to keep up to date with our friends and relay important information to colleagues and family members. The lines that connect telephones were the first to connect computers and today many people still rely on dial-up modems and telephone lines to access the Internet. Yet even though telephones are important to us all, not every telephone call in history has been equally important and influential. Certainly, there are some telephone calls that stand out from others, and most of these have originated in or have been received in the United States because, after all, the telephone was born in America.

Choosing the most important telephone calls in history is not as easy as it seems because a call can be important for any number of factors. Perhaps it was the first time a certain element of phone technology was ever used. Maybe it had a direct influence on major world events or the development of culture. With all of these qualifications in mind, we might narrow down the list of the most important telephone calls ever made to the following ten.

1: (1876) The Very First Telephone Call Ever Made

We all know that Alexander Graham Bell was the man who invented the telephone, so it is no surprise to learn that he also made the very first telephone call in history. In fact, even though Bell invented several other products and technologies, it is his telephone and his first telephone call that has earned him a place in our collective memory. A scientist and inventor, Bell was especially interested in advancing telegraph technology and in February of 1876, his financier filed the first patent for the telephone, beating another inventor, Elisha Gray, only by a few hours. After a few partially successful tries, Bell made the first telephone call in Boston on March 10, 1876 to his research assistant, Thomas Watson. Metaphorically, the call would soon be heard all around the world even though Watson was only in the next room when Bell said to him on the phone: “Mr. Watson — come here — I want to see you.”

alexander graham bell phone

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2: (1915) First Transcontinental Phone Call in North America

Over time, the telephone technology that Alexander Graham Bell invented spread across the United States, but calls were only possible between people within the same city at first. As telephone carrier lines multiplied, people were able to make calls to those further and further away from themselves, but it was not until January 25, 1915 that somebody on the east coast of North America could telephone somebody on the west coast. Physicists worked on amplifying phone signals so that they could make the long trek across the country and still be received on the other end, which was a necessary advance because weakening telephone signals over long distances was the chief obstacle to transcontinental phone conversation. Scientists were able to develop methods to maintain a signal’s link over great distances and so construction was begun on a transcontinental phone line. In June of 1914 the transcontinental telephone line was completed in Wendover, Utah, about 200 miles away from Promontory, Utah, where the transcontinental railroad was completed almost fifty years earlier. Yet the line was not opened for use until January 25, 1915, when, appropriately enough, Alexander Graham Bell, who was in New York City, called his assistant Thomas Watson in San Francisco.

transcontinental phone call

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3: (1926) First Transatlantic Telephone Conversation

With the ability to call persons across the continent established, telephone engineers began working towards their goal of being able to telephone people across the great oceans. Transoceanic telephone contact had been in existence for many decades, so inventors knew that if they worked hard enough, they would also discover a way to make it possible for people on one side of an ocean to call people on the other side. As early as 1915, brief voice transmissions across the Atlantic Ocean had been demonstrated as viable, and it was not unusual for people on the mainland United States to call ships out in the middle of the Atlantic. In 1926, the very first telephone conversation across the Atlantic via radio occurred. Commercial transatlantic service was available in 1927 through shortwave radio, and the first transatlantic telephone cable was later laid underwater in 1956. With transatlantic service established, presidents could call their counterparts in other countries immediately, allowing for quicker negotiations between nations, for good or for ill. The world also became smaller as calls between ordinary citizens in different countries were made possible.

transatlantic phone call

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4: (1941) United States Secretary of the Navy Frank Knox call to President Franklin Delano Roosevelt on the Bombing of Pearl Harbor

The United States had until December 7, 1941, remained largely out of World War II except for providing supplies to China and its Western allies. This all changed when on that Sunday in early December 1941, Japan attacked the U.S. Navy at Pearl Harbor, Hawaii. U.S. Secretary of the Navy Frank Knox phoned President Franklin D. Roosevelt early in the afternoon to inform the chief executive of the sneak attack, which decimated the Navy. The call would move Roosevelt to make his famous “Infamy Speech” the following day, a speech that would galvanize the American public into supporting Congress’ move to get the United States involved actively in the war. The emergence of the United States as a global superpower and the shift of the geopolitical stage that would endure in many ways to this day are all due to the United States involvement in World War II. But the U.S. would not have gotten involved if it were not for the attack on Pearl Harbour and the phone call from Knox to Roosevelt that informed him of the awful event.
(1946) First Call Placed from a Mobile Telephone: Today cell phones are increasingly prevalent the world over, and cell phone service is moving into new markets every day. The ubiquity of cell phones and mobile telephone technology is a relatively new phenomenon, but mobile phones have been around in some form or another for over sixty years. On June 17, 1946, a driver in St. Louis, Missouri, placed the first mobile phone call from a phone in his car, proving to researchers Alton Dickieson, H.I. Rimes, and D. Mitchell that phone service on the go was indeed possible. Reporters and truck fleets were among the first to use the early mobile phones, which were very expensive to buy and operate, and also very heavy. Limited dialling area was also an early weakness of the technology. But this early breakthrough paved the way for the development of less expensive devices with greater and greater coverage.

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5: (1962) Attorney General Robert F. Kennedy’s Call to John F. Kennedy Regarding the Cuban Missile Crisis

The closest the world has come to nuclear war was in 1962 when the Soviet Union began placing strategic nuclear missiles on Cuba to defend against a possible U.S. invasion of the island. Several events followed, including the shooting down of spy planes and a near destruction of a Soviet Submarine that would have initiated the launching of missiles had it actually been destroyed. Dialogue between the United States and the Soviet Union was tense and all but non-existent, but things began to move rapidly toward a peaceful resolution on October 26 after a phone call between President Kennedy and his brother and attorney general, Robert F. Kennedy. The conversation ended with the president telling the attorney general that the US was willing to remove missiles from Turkey as part of a bargain to get the missiles out of Cuba. The attorney general took this information to Soviet Ambassador Anatoly Dobrynin, which paved the way for the ending of the crisis. The Soviet Union removed its missiles from Cuba and the United States got its missiles out of Turkey a few days later, but the war was likely averted as a result of the conversation between President Kennedy and his brother during this important telephone call.

cuban missile crisis phone call

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6: (1968) Alabama Speaker of the House Fankin Fite’s 9-1-1 Call to United States Representative Tom Bevill

One of the first telephone numbers that anyone in the United States ever memorizes is 9-1-1, the digits that we dial whenever there is some kind of police, fire, or medical emergency. Prior to 1968, there was no single, nationwide emergency telephone number that would be good in any locality in which it was dialled. President Lyndon Johnson’s Commission on Law Enforcement and Administration of Justice made a recommendation that such a universal emergency number be established in 1967, commissioning the Federal Trade Commission (FTC) to put the plan in action. Partnering with AT&T, the FTC soon announced in early 1968 that the universal emergency number would be 9-1-1. Robert Gallagher, president of the Alabama Telephone Company decided that he wanted to beat AT&T’s implementation of this number and put his people to work to make the first 9-1-1 call within the service area of his company. On February 16, 1968, Gallagher’s company proved successful when Alabama Speaker of the House Rankin Fite called U.S. Representative Tom Bevill using the 9-1-1 number. This occurred in Haleyville, Alabama, and 9-1-1 has been the universal emergency number ever since.

bevill 911 call

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7: (1969) President Richard M. Nixon’s Call to Neil Armstrong on the moon

Neil Armstrong’s “one small step for man, one giant leap for mankind” on the surface on the moon on July 20, 1969 was one of the most momentous achievements in history. For the first time, human beings had escaped the earth’s atmosphere to land safely on another planetoid. What better way to follow up this achievement on the same day? Why, with a telephone call from the president of the United States himself, of course. From the White House in Washington, D.C., President Richard M. Nixon was able to call Neil Armstrong on the moon and congratulate him and his fellow astronauts Michael Collins and Edwin “Buzz” Aldrin Jr. not long after Armstrong had done the impossible and first stepped on the moon. With such cross-space communication possible, the idea of universal telephone access took on a whole new meaning!

nixon armstrong call moon

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8: (1972) Bob Woodward’s Call to W. Mark Felt Looking for Information on the Watergate Burglary

The burglary of the Democratic National Committee Headquarters at the Watergate Office Complex on June 17, 1972 would set in motion a chain of events that would end with the first and only resignation of a sitting president in United States history. A string of articles by Bob Woodward and Carl Bernstein for The Washington Post newspaper would help bring the scandal of President Richard Nixon’s cover-up to light and prompt his resignation of the office on August 9, 1973. The information for these articles was provided through an inside informant named W. Mark Felt, whom Bob Woodward first contacted about the burglaries by phone on June 19, 1972. Few other calls would prove to be as damaging to the powers that be or more important for a public concerned to make sure its politicians are honest. Felt’s contacts with Woodward and Bernstein through telephone calls and other means would shape American culture and its view of politicians up until the present day.

Watergate Burglary call

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9: (2001) President George W. Bush’s Call to National Security Advisor Condoleeza Rice on the World Trade Center Attacks

No one expected to wake up the morning of Tuesday September 11, 2001 to footage of airplanes flying into the World Trade Centers in New York City and into the Pentagon in Washington, D.C. The phone calls that would be made on that day would prove to be historic, especially the one United States President George W. Bush made to National Security Adviser Condoleeza Rice in order to find out what was going on. Bush had been at a photo-op event in Florida when the now famous terrorist attacks happened, and he needed to be briefed on the events that occurred as he was occupied promoting a literacy program. That phone call ignited the Bush administration’s response to terrorism. Whether you agree with his rationale and methods or not, the 2001 U.S. invasion of Afghanistan, 2003 invasion of Iraq, creation of the U.S. Department of Homeland Security, torture controversies, and many other things associated with the U.S. War on Terrorism would not have occurred without the terrorist attacks or Bush’s initial responses that were motivated, in part, by important telephone conversations. One could even argue that the attacks, phone calls, and later policies based on them paved the way for the 2008 election of Barack Obama as the first African-American president of the United States due in large measure with the dissatisfaction of the American people with President Bush.

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There you have it, our suggested list of the nine most important phone calls ever made. Feel free to agree or disagree, but please do not ever underestimate the significance that the telephone and the conversations it facilitates has had on world history. Just remember that the next call you make could just possibly end up changing the entire world.

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June 24th, 2009

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June 24th, 2009

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