Effective Teleconferencing For Effective People

                                                                                         

Teleconferencing is, probably, the most efficient communication breakthrough of the 20th century. The thought is to enable a group (three or more people) interactive communication through an electronic venue between people at several locations!

Teleconferencing is being used in the following forms in this day and age:

- Audio conferencing, using telephones

- Video conferencing, utilizing interactive televisions with sound,

- Digital conferencing, utilizing printed communication over computers and keyboards.

Rewards:

Big cost saving on group meetings that includes cost of traveling, 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 effort for face-to-face meetings can participate.

Disadvantages:

The most basic predicament 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 hard to break ice during a teleconference and establish a rapport between participants. A top notch teleconference depends on detailed planning of the event.

The following tips can help you have a better teleconferencing session:

Plan the Agenda

It is surely imperative that you plan your items on the agenda. The agenda itself should be uncomplicated, 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 adequate time for the meeting. Also, indicate to the participants that they go over the agenda before the teleconference.

Technically Sound

It is necessary 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 supplies 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 activity 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 condition where one person monopolizes the meeting.

Teleconferencing Etiquette

Least disturbance should be the decorum of all teleconferences. As a participant it is your responsibility to ensure that you dont introduce noise in the form of noisy background, buzzing sounds of low value 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 stay away from speaking too fast.

Other Tips for Organizers

- Engage names to get attention.

- Use more than one speaker to break monologue and boredom.

- Involve everyone 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 ongoing dialogue for which you need to be ready with inputs forms.

About the author:

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