Running an Effective Teleconference: Tips and Techniques
By: Daiv Russell

Are you teleconference calls muddled by background noises to the point of distraction? Are your teleconferences beset by overlapping speakers and trouble identifying voices? Perhaps you feel left out because others always talk first and monopolize the discussion and the facilitator is overwhelmed.

Not all your participants are likely to be familiar with teleconferencing. To ensure things run smoothly, send participants an email ahead of time which describes the logistics and technical aspects of the call. Important information includes the correct date and time, including time zone if applicable; the number and password for the teleconference; information on technical support should difficulties arrive; and any other technical information your participants must need, such as how to disable the ‘Call Waiting‘ function, or whether or not they may use their second phone line during the teleconference.

First, you will need to instruct the participants in conference call manners. You will want any issues that may occur to be addressed in the best manner possible. This is important, even if you have already gone over these points in an email.

An example is: “I would like to highlight a few tips about teleconference etiquette from the email I sent you. Here are some conference call etiquette tips that will make our call as enjoyable as possible for everyone. For example, Chris here, then begin speaking and be as clear and succinct as you can. This is an interactive call and I‘ll be asking you questions and for your ideas, so please be prepared to participate at any time.

Please give the teleconference your full attention. When answering my questions or giving ideas say your name before you talk. I would appreciate if you join right in at any time as I will be asking for your opinions. Also, please speak clearly so everyone can understand you.

When it is time for group participation at the teleconference, prompt your callers in such a way as to direct their thoughts to a single focus. As the meeting facilitator, you might ask if any of the callers need clarity, have any questions relating to teleconference etiquette. Remember, in some instances, silence is golden. People need time to reflect on what they have learned, to gather their thoughts and to form an opinion. Further, everyone should be allowed ample time to share those same opinions and thoughts they just formed.

That‘s an example of what the meeting facilitator might say; then you need to graciously enforce those guidelines throughout the call. If you are hearing background noise, pause and say something like, ‘We‘re getting a lot of background noise. It sounds like someone is in the kitchen making dinner. Can you fix some for me?“ Yes, it‘s okay to have a bit of fun! Or if a dog barks, you can say, ‘It sounds like Fido agrees!“

Sometimes you‘ll have a person who is dominating the call. If you don‘t know how to handle the situation well, you could damage your professional reputation, and participants might not want to keep participating. Remember, you don‘t get a second chance to make a good first impression, and this is even more so in the virtual, invisible environment where people can express their displeasure by sitting back and not participating or if they have a choice, simply hanging up and never attend another of your teleconferences again.

Article Source: http://www.ArticleJoe.com

Daiv Russell is a management and marketing consultant with Envision Consulting in Tampa, Florida. To learn more about www.audio-conference-calling.info/teleconference-time-conference-call-etiquette“>teleconference etiquette, check out www.audio-conference-calling.info“>audio-conference-calling.info. While organizing your team check out our www.team-building-ideas.com/“>Team Building ideas.

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