Even a well-planned teleconference can go poorly. Some people treat any meeting as a casual social activity instead of as a serious business project. And a teleconference brings special challenges because people attend them in the privacy of their office without being able to see or be seen by the other participants.
Use these techniques to hold a more effective meeting by phone.
1) Begin with a quick round of self introductions so that everyone can find out who is present and hear everyone else's voice.
2) Enforce the rule of "one speaker at a time." Multiple conversations ruin a teleconference.
3) Insist that people announce when they join or leave the conference.
4) If people must leave during the meeting, gain closure on any issues that they participated in before they leave. For example, "Pat agreed to prepare a cost estimate by next Monday. Is that correct, Pat?" Make adjustments in the agenda (if appropriate) based on the remaining participants.
5) Keep everyone focused on the issue being discussed. If someone introduces an idea that seems unrelated, say, "That sounds interesting. How does that relate to the issue?"
6) Record the conference. First, this will help you prepare minutes. And second, it encourages people to make meaningful comments. Of course, you should announce that you are recording the meeting before you start.
7) State your name each time that you speak. This helps everyone know that you are speaking.
8) If you are speaking on your desk phone, use the handset instead of the speakerphone. A speakerphone, while useful, distorts your voice, picks up background sounds (like office equipment), and makes a poor impression on the listener. If you must have both hands free while you talk, obtain a headset. Note: It is more courteous to speak to people through the handset (instead of the speakerphone) on any phone call.
9) Speak clearly to make sure that you are understood. Take the extra effort to enunciate carefully and speak slowly. Of course, you want to sound natural.
10) When stating numbers, write them out while you speak because that defines the rate at which everyone else is capturing them.
11) Then ask the receiving party to confirm numbers (or other critical data) by repeating them. Although this may seem awkward, it prevents misunderstandings. Better yet, send written copies of all critical information.
12) When possible, plan your statements by jotting down an outline of your key ideas before speaking. This contributes to a more efficient meeting, helps you appear more thoughtful, and avoids the embarrassment of making a verbal gaff.
13) Use your best, most focused listening skills. Pay addition to content, as well as inflections, voice tone, word selection, emphasis, assumed intentions, and your intuition.
14) Avoid shuffling papers, moving about, or tapping objects. Everyone else will hear the noise. It's distracting and irritating.
15) Reinforce accomplishments by distributing copies of key ideas and agreements during the meeting. You can send these, for example, by e-mail or fax.
16) Stay fully present during the meeting. Avoid working on other tasks, such as reading mail or filing papers. These reduce your ability to participate intelligently in the meeting.
17) Avoid using the mute button to talk to someone in your office during the audioconference. First, this shows discourtesy to both parties - the person in your office and the people in the teleconference. It also takes your attention away from the meeting, causing you to miss important information. And be warned that people have found themselves in serious trouble when the mute button failed.
18) Prepare minutes soon after the meeting. Send a draft to key participants to confirm that your notes accurately describe the results of the meeting. Minutes should be released within a day or two after the meeting in order to be useful. After that, they become stale.
Properly conducted, teleconferences contribute to the efficiency of effective business. Use the above techniques to make sure your meetings do that.
- - - - -
IAF Certified Professional Facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. And his books show how to hold effective meetings. Sign up for his free newsletter at http://www.stevekaye.com. Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas.
The second you quit being the 'best deal' for your... Read More
In the last few years a lot has been written... Read More
Best Practices StudiesThese studies can be defined as inquiries into... Read More
We all have been in meetings with certain people who... Read More
A series of articles exploring the seven critical areas that... Read More
How do you, or would you, communicate with employees who... Read More
You've seen it happen many times. An organization that provides... Read More
Unfortunately, at least two thirds of much of the training... Read More
Are you uncomfortable with delivering disciplinary action, even involving employees... Read More
Creativity can be defined as problem identification and idea generation... Read More
There's a one-word reason most ideas never see the light... Read More
We all know that achieving better alignment, synergy and cooperation... Read More
It is a common business axiom ? change or die.... Read More
Are you the position or the person?Bosses can lose their... Read More
In light of recent corporate scandals, from Enron and Global... Read More
Creativity measurement is often required in order to benchmark existing... Read More
Many concepts in the fields of managing creativity are very... Read More
1) Create A Powerful "Mission Statement"-When your business mission is... Read More
Before you start your own business one of the first... Read More
When the typical new business operator starts a business, they... Read More
Encouraged by the recognition, Sarah Lewsiton went home from work... Read More
A series of articles exploring the seven critical areas that... Read More
There are some very simple guides for delegation.Most people delegate... Read More
Recent trends in software development market show that it is... Read More
A successful leader told me, "The biggest challenge I've had... Read More
Office politics! It's just another way of saying: "The employees... Read More
The digital divide is defined by the role computers play... Read More
TEAM DECISION MAKING: Managers who invite participation believe that people... Read More
Living in the 21st Century is truly marvelous, isn't it?... Read More
In many ways there are no secrets to implementing effective... Read More
You've had many years of training in your craft as... Read More
Mary Poppins describes a style of management which has for... Read More
Most people think real change in an organization occurs as... Read More
Many HR managers believe that by sending their workers to... Read More
SIX "HONEST BUSINESS FRIENDS" - THEY GUIDE ME IN ALL... Read More
Performance Management is a process that both employer and employee... Read More
You can't build a reputation on what you are "going"... Read More
Many business owners are sabotaging their business without even realizing... Read More
Are your people consistently following your procedures? Each year, organizations... Read More
How do you select staff for international assignments? It's an... Read More
You probably know this already, but there are generally held... Read More
The reason jobs are often not done right and employees... Read More
SWOT analysis is needed for all business to understand how... Read More
I hear many complaints daily about the "unfairness" of politics... Read More
Creativity can be defined as problem identification and idea generation... Read More
Creativity can be defined as problem identification and idea generation... Read More
At one time or another, all of us have experienced... Read More
Want to bring out the best in people?Edward W. Smith,... Read More
As crazy as it seems, some people spend more time... Read More
Organizations communicate in two directions: internally to staff and externally... Read More
I see a PR firm has done a survey on... Read More
What value is there in leadership or team-building retreats? Just... Read More
Re-organizing, re-engineering, re-training, down-sizing, outsourcing, changing-changing-changing. Organizations today think they... Read More
What's the use?Nothing you do will hold down the cost... Read More
It really is about motivation. After all, what impels someone... Read More
Escalating gas prices...tensions and turmoil in the Middle East...a struggling... Read More
Human beings and the way they interact are extraordinarily Complex.... Read More
Management or Leadership?Simply stated, management ensures that things get done,... Read More
Creativity can be defined as problem identification and idea generation... Read More
Who tells the boss that they can improve their management... Read More
People want to understand their role - they want to... Read More
Here are some quick thoughts on ways to turn things... Read More
We have all attended meetings that were boring, mindless and... Read More
"Become the Squeaky Wheel", a new book just published, explains... Read More
Facilitating good communication can make the difference between a well... Read More
I'm sure you've experienced those typical "headache" meetings! You know... Read More
Business Management |