Conducting a Quick and Effective Teleconference

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.

There are some arrangements that need to be addressed beforehand so that the teleconference runs smoothly and isn't a waste of anybody's valuable time. First, make sure that everybody is available to participate in the call at the same time and has the technology needed to be able to participate. Second, have a detailed agenda. A well thought-out plan will help ensure that the lines of thought and communication flow smoothly, saving wasted minutes on the phone.

Make sure that you introduce everyone in the teleconference. Let each person say hello, so that they can hear the sound of everyone's voices. If a person comes into the teleconference late, make sure to take the time to introduce them. It will throw people off if they feel that someone has been listening that they were not aware of.

There are several things that need to be addressed during the call. It is very important to pause and wait for questions as participants can't see each other and are unable to effectively deliver nonverbal cues. It is essential to make sure they understand the points you are trying to make as you can't see heads nodding, smiling or other nonverbal signals which indicate that the listener understands you.

Making frequent pauses is important so that others can voice their thoughts. People normally use nonverbal signals when they want to interrupt a speaker, but during a phone conference participants have to verbally interrupt. Valuable information and ideas could be lost if somebody doesn't speak up because they're worried about being rude by interrupting another speaker. You must allow the other participants the opportunity to speak by taking a break yourself.

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.