Familiarize with the service: Conference calls services vary according to the provider; hence identify the features and tools before call. Test all equipment and learn how to use the functions, especially those that you have never used before. Conduct a tech rehearsal or set up a practice call to keep the conference blunder-free.
Introduction: It is very important to acquaint everyone participating through a concise introduction at the beginning of the call. This will establish each member's identity and get them familiar with all voices. This prevents unnecessary confusion later, during the process of the call.
Etiquette: Be polite and courteous on call. Use features like "call waiting" and "mute" whenever necessary; do not use "hold" as that may cause a buzzing sound on the line which will distract the other participants. Call people out by their name when you ask questions so that you get responses quickly and avoid dead air. Come prepared to participate in an organized manner. Give your undivided attention to the call and take notes for reference.
Distractions: Choosing a proper conference environment is extremely significant. Pick a less noisy location without chances of background disturbances. If it going to be a video call, check lighting as well along with sounds in the room before the call. Avoid using your personal phone or checking your mails during the conference.
Moderation: The leader should be able to introduce all the members, facilitate speakers and keep people who are not paying attention in check. He/she needs to regulate the conversation, encourage participation, break into long silences and lead the conversation in the right direction if it is going off track.
Visual Aids: In a web conference use visual aids, if possible, to get your points across to all members. This will present ideas in a more efficient and clear manner, reducing the time spent on lengthy verbal explanation. This is especially useful if the number of participants is huge.In the course of managing a project, you are sure to be called upon to conduct a meeting through conference call at some point. These meetings can be tricky as you are mostly not face-to-face with some or most of the participants, which makes it harder to stay organized and focused. These few tips will help you stay on track and successfully achieve the purpose of the conference call.
Comments
Post a Comment