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.
Making sure that all the participants get introduced is an important step in following teleconference etiquette. Have everybody say hello so that everybody hears the voice of each participant. You should also introduce those that join in late or comes into the room because the other participants won't like it if they think that some unknown person has been eavesdropping.
During the call, there are several things that need to be addressed. Because participants can't see each other, they will be unable to read nonverbal signals. This makes it very important to pause and wait for questions. You won't be able to see head nods, smiles or other nonverbal cues that indicate that the listener understands you. You have to ask to make sure they understand the points you are trying to make.
Pause every so often so that all participants have a chance to be heard. The nonverbal cues that we use to signal that we want to speak cannot be used in a conference call, which may disconcert some people. You won't get the maximum value out of the call if people feel like they cannot say what's on their minds.
The last element of teleconference etiquette occurs after the conference is over. Allow each participant to provide feedback on how it went. Email is an excellent tool for this. Ask specific questions. These might include: What could be improved? Were you comfortable? Did the technology work? Etc.
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.
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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.
