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As corporations and businesses become more global and diverse, the need for alternative ways to communicate rises. Businesses can't afford to fly key employees all over the world for brief meetings. While a lot of information is now passed through email, sometimes a conversation between several people is the only way to make important decisions. Thus, the teleconference has become an integral part of doing business. However, many employees haven't been trained in teleconference etiquette.
Before the phone conference begins, there are some key elements that need to be addressed to make sure that the meeting runs smoothly and doesn't waste anyone's valuable time. First, check that all participants are available at the same time and have access to the necessary technology. Second, have an agenda. A detailed plan will save wasted minutes on the phone.
One important step in ensuring that you are following teleconference etiquette is to introduce all participants. Let everyone say hello, so that everyone hears each other's voices. If someone wanders into the room or joins late, pause and introduce that person. It is disconcerting for participants if they believe that unknown people have been listening.
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.
It is also important to pause frequently so that others can interject their thoughts. Humans usually use nonverbal signals to signal that we want to interrupt a speaker. But, during a phone conference, participants have to verbally interrupt. Many might feel uncomfortable with this. If they aren't willing to speak up and you don't allow them the opportunity, valuable information and ideas might be lost.
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.
Effective teleconferencing is an art. Planning and common sense can make it run more smoothly, but practice is the best way to sharpen your skills. Very few employees receive training in teleconference etiquette, but that doesn't mean it's not important. Addressing key issues and displaying your teleconference etiquette skills can make you seem more professional. Don't let this key element in business slip.
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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