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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. For a conference call to be a pleasant and professional experience, participants need to know how to use teleconference technology. As people register to participate, immediately send an email that gives guidelines and logistical information for the teleconference number and passcode, the correct time, day and time zone. Include information on technical support in case of technical difficulties. Let participants know how to disable call waiting or the implications of answering their second line while on the conference call. After everyone is aware of the etiquette that is required for a conference call, handle any issues as they arise. You should mention the rules again at the start of the call itself, to reinforce them. For example, "I'd 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. First, make sure you are in a quiet room, with no dogs, children or adults to distract you. If you do need to speak with someone, please ensure you have pressed the mute button on your telephone, or you can mute yourself on the conference call by pressing *6, and at anytime you want to interact with us on the call, just press *6 again to be able to speak. If you start speaking and I don't acknowledge you, then you'll know you are still on mute and we can't hear you. A teleconference is an interactive call. Callers should be prepared to participate at any time. As the meeting facilitator I will ask you for your ideas, as well as any pertinent questions during the teleconference. When answering, please tell everyone your name, then your comment or question as briefly and to the point as possible. You will only get out of this teleconference what you put into it, so please, refrain from multitasking." Lastly, remember to allow time for everyone to share their opinions, as some people need more time to reflect on their response before speaking. It's okay for there to be gaps of silence on our call. Does anyone have any questions or need any clarification on anything to do with conference call etiquette?" 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 are getting a lot of background noise. It sounds like someone is in the kitchen making dinner. Does anyone have any questions or need any clarification on anything to do with conference call etiquette?" When you experience a dominant caller, those guidelines must be tactfully enforced. You only get one chance to make a good first impression. If you are unsure of how to handle those types of situations, the damage(s) will only affect you - especially in the virtual and invisible environment, where people have a choice to participate or not. With the use of proper etiquette, you can maintain the best teleconference experience possible. This will ensure repeat attendance and participation. Remember, it is your professional reputation at stake here, not that of the callers. Daiv Russell is a management and marketing consultant with Envision Consulting in Tampa, Florida. To learn more about teleconference etiquette, check out audio-conference-calling.info. While organizing your team check out our Team Building ideas.
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meetings, mangement, teleconference, conference call, project management,
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