Conducting a Quick and Effective Teleconference - By: Daiv Russell

Globalization has made companies more diverse and has increased the need to find new ways to communicate. Some messages cannot be sent via email, and it is inefficient and wastefully expensive to fly people fly all over the world to one place for a brief meeting. Hence, conference calls have become an unavoidable part of doing business. Not everyone knows how to handle himself during a conference call.

To make sure that the meeting runs smoothly and doesn't waste anyone's valuable time, it is essential to address some key elements before the phone conference begins. First, to check availability of all participants at the same time and their having access to the necessary technology, and second, to have an agenda. A detailed plan helps save wasted minutes on the phone.

One of the most important steps in the teleconference etiquette is the introduction of all participants of the meeting. Ensure that everybody gets the chance to speak and every participant hears each other's voice. If a participant comes late or joins the conference late, then you should take a slight pause and make the introduction. It can be challenging for other participants if they come to feel that unknown or unfamiliar person are listening in on the conversation.

There are several things that need to be addressed during the call. It is very important to pause and wait for questions as participants can't see each other and are unable to effectively deliver nonverbal cues. It is essential to make sure they understand the points you are trying to make as you can't see heads nodding, smiling or other nonverbal signals which indicate that the listener understands you.

Making frequent pauses is important so that others can voice their thoughts. People normally use nonverbal signals when they want to interrupt a speaker, but during a phone conference participants have to verbally interrupt. Valuable information and ideas could be lost if somebody doesn't speak up because they're worried about being rude by interrupting another speaker. You must allow the other participants the opportunity to speak by taking a break yourself.

A successful teleconference requires several steps. The last step is to allow participants a chance to vent about the experience. You can gain valuable information by e-mailing each participant and asking relevant questions. This step also shows respect and consideration for their opinions. The participants are usually cooperative about making suggestions on what can be improved and how they felt during the conference.

Being an effective member of a teleconference is a learned skill. Following rules of common sense and thinking ahead are important, but practicing your teleconference skills is a necessity. It's a shame that more employees don't receive specific teleconferencing skills training, because it's so important. Conducting yourself well on a teleconference boosts your professional image, while the converse is also true. It's important not to neglect this vital element of business savvy.

About the Author

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

Article Directory Source: http://www.articlerich.com/profile/Daiv-Russell/20690

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