Constantly improving teleconferencing technology plus the general corporate desire to cut travel expense (for one green reason or another) have made teleconferences regular events in the business day. But, no matter how much this has been written about and forumlated, too often it is still just a big hassle to get a teleconference to work well.
Unsuccessful teleconferences sometimes grow out of iffy technology -- bad connections, and such -- but more often come out of someone not realizing the special manners needed for a teleconference.
Here's some points that may be helpful. Please add your own in the comments below. I'll skip the stuff that's common to any meeting -- like "be prepared."
Tele- and Videoconference manners start with just good manners. But being polite needs extra attention when you're not in the same room.
1. Speak clearly and just a touch slowly. Teleconference distance can introduce both a distorted signal and cultural ambiquity. Avoiding colloquial references even more than usual, and never use an expression that requires a gesture to be fully understood.
2. The introductions and roll call. The meeting leader should call the roll and ask each person to introduce themselves.
This is not hokey, but, rather, is crucial. The participants need to know who is on the line and who is in the room just to listen.
Even if not expected to participate vocally, the listeners should introduce themselves. It ends up giving everyone else a better sense of "who's here".
3. The meeting leader should keep a firm grip on the virtual gavel. Keep the conversation low-key and civil. Stop cross-talk immediately and make sure that everyone gets a chance to speak without interruption.
During the meeting -- before the pressure of the meeting close -- the moderator should ask each person for comments or added information. Make sure that everyone gets a chance to speak before being squeezed by the close of the meeting.
4. Wisecrackers and side-chatters: stop. Teleconferences put everyone in the center of the conversation and your little asides will distrupt the flow of the meeting and probably give you a little more attention than even you want.
5. As for any good meeting, have an agenda and stick to it. Brief and with specific points. For each point, the moderator should ask if anyone has anything to add before moving on.
6. Send out the agenda and supporting materials well in advance. Encourage participants to send their own material to everyone else before the meeting. Distributing and reading material during the meeting slows things down and makes noise on the line.
7. The meeting leader should be sure that everyone has access to appropriate technology and has a chance to try it out before the meeting. Don't assume that everyone can just figure out the newest teleconference gizmo or website.
And by the way, meeting leader, make sure that you try it out yourself. The technology of conferencing does keep evolving. Make sure that you know how to take advantage of it.
8. Send out a reminder about the meeting and include a comment or two about basic etiquette, like always identifying themselves when they speak. ("This is Mike in Pawling, and I'd just like to add that...")
Mainly; be polite and make sure that everyone gets a chance to be heard.
Leave a comment