Teleconference Etiquette is Your Key to Successful Teleconferencing

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 of the most important steps in the teleconference etiquette is the introduction of all participants of the meeting. Ensure that everybody gets the chance to speak and every participant hears each other's voice. If a participant comes late or joins the conference late, then you should take a slight pause and make the introduction. It can be challenging for other participants if they come to feel that unknown or unfamiliar person are listening in on the conversation.

There are a few key items that need to be covered during the call. 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. If they aren't willing to speak up and you don't allow them the opportunity, valuable information and ideas might be lost.

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 final aspect of the teleconference decorum happens after completion of the conference. Every participant must be allowed to provide feedback about the event. This could be accomplished in the best possible way by means of e-mail. Specific questions need to be addressed. Some on them could be: How might the teleconference have been improved? Were you comfortable? How effective was the technology?

Running a good teleconference can be like painting a fine work of art. When it is planned with common sense, it will run smoothly. Of course, the more teleconferences you run, the better you will get. Most people do not receive training on teleconferencing, but it is still an important part of business. When you address key issues and show your manners you will be seen as more professional. Make sure that you are knowledgeable about teleconferencing.

Daiv Russell is a marketing and management 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 activities.

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