By: John Thompson
Teleconferencing is, perhaps, the most effective communication
breakthrough of the 20th century. The notion is to allow a group (three or more people) interactive
communication through an electronic avenue between people at several locations!
Teleconferencing is being used in the following ways these days:
- Audio conferencing, making the most of telephones
- Video conferencing, employing interactive televisions with sound,
- Digital conferencing, using printed communication through computers and keyboards.
Positives:
Large cost saving on group meetings that includes cost of flying, setting up the venue,
food, and other related costs.
Meetings are focused and a lower amount of time is lost.
People and speakers who cant spare time for face-to-face meetings can participate.
Disadvantages:
The most basic hassle with teleconferencing is technical failure. A nightmare for all
organizers, teleconferencing also requires basic training or orientation for participants in use of
resources. Teleconferencing is also a hindrance in interpersonal social interaction required for
negotiation and bargaining.
It is also difficult to break ice during a teleconference and establish a bond between
participants. A winning teleconference depends on detailed planning of the event.
The following tips can help you have a better teleconferencing experience:
Plan the Agenda
It is 100% imperative that you plan your items on the agenda. The agenda itself should be
clear, well defined and should spell out the expectations from the participants. Keep in mind the
participation and if you expect an input from everyone on every item, then make sure that you have
built in enough time for the meeting. Also, recommend to the participants that they go over the
agenda before the teleconference.
Technically Sound
It is crucial that all participants have prior access to dial in number and pass-codes. You
must also convey if you are offering a toll-free number. Check all equipment before the conference
and ensure that you have a back plan for technology failure.
Getting there
If you are the facilitator, it makes sense to be the first one online. A team-building
exercise could help get the meeting to a good start (specifically if the group is diverse and is
meeting for the first time!). Be careful to substantiate the protocol and the talking order to
avoid confusion and a circumstance where one person monopolizes the meeting.
Teleconferencing Etiquette
Least disturbance should be the decorum of all teleconferences. As a participant it is your
job description to guarantee that you dont introduce noise in the form of noisy background, buzzing
sounds of low quality cordless phones, reception errors of cell phones any other noise like
rustling paper or tapping pens. If the calls are long, the organizers must offer breaks at
previously set forth times.
If the call is an international one, be aware of accents and avoid speaking too fast.
Other Hints for Organizers
- Engage names to get attention.
- Use more than one speaker to break monologue and tedium.
- Involve everybody and if required go around in circles asking for input.
- During breaks, pair off people to facilitate interaction.
- Share duties, like taking notes, with participants to encourage interaction.
- Do take inputs for which you need to be ready with ongoing dialogue forms.
Article source: Effective Teleconferencing For Effective People
