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Conferencing Tips
Tips for a Successful Audio conference
Make the Conference Reservation
Determine the date, start time and number of participants.
Be aware of time zone differences. Then contact your Crosby
client service representative to schedule the conference.
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Notify the Participants
Let all conference participants know the date, how they
can access the conference, moderator's name, start and
estimated end times, subject and agenda. Also, let participants
know of any preparation needed prior to the audio conference.
Determine Equipment Needs
If there are multiple participants in the same room at a
site, high quality speakerphone equipment is recommended.
Full-duplex equipment ensures clarity and avoids clipping
of words when two or more people speak at once. Also, we
recommend that you discourage the use of cordless or
cellular phones, as these may cause static or other
interference.
Provide Visual Supplements
Providing slides, videotapes, and hard copy documents to
participants in advance enhances any audio conference.
Also be sure participants have the equipment (slide
projector, VCR, etc.) necessary to use the
material.
Set the Audio conference Goal
1. Pinpoint the objectives you wish to accomplish
for the meeting.
2. Provide an agenda in advance
3. Try to limit the agenda to three or four topics, and
let the participants know how much time you intend to
spend on each.
Develop an Outline
Develop an outline or script for opening remarks, special
announcements and closing remarks.
Pinpoint Meeting Objectives
At the beginning of the meeting, identify what you would
like to accomplish and then stick closely to the agenda.
Conference Moderator Tips
As the moderator/host, there are several steps you can take
to lead a successful audio conference...
"Do Not Disturb"
Make sure you lead the audio conference from an office or
meeting room where you won't be disturbed.
Share Your Enthusiasm!
Your voice accounts for 78% of your effectiveness on the
telephone. Be sure to project your enthusiasm and interest
from the moment you begin the audio conference.
Introduce Yourself
Begin the teleconference by introducing yourself and your
location, stating the objective of the teleconference, and
giving instructions for audience involvement.
Set the Rules
Remind everyone of the ground rules during
an audio conference:
1. State one's name before speaking
2. Keep background noise to a minimum;
use the mute button when not speaking
3. Keep comments concise and focused on the topic
Keep It Interesting
To hold everyone's interest, make frequent changes in
speakers by calling on specific participants for their
input or questions.
Keep It Simple
Present the information clearly in an easy-to-understand
manner. Remember this simple, 3-step rule:
1. Review the agenda
2. Conduct the meeting
3. Summarize decisions and action items
Don't Be Afraid to Pause
One of the most common complaints about teleconferencing
is the fast pace of the presentation. Using pauses can lead
to a more effective presentation.
Be Direct
"Please look at the next page and we'll discuss the diagram..."
is more direct and effective than, "The next diagram we'll
discuss is found on the following page..." Using active, direct
language will stimulate and hold your audience's
interest.
Q and A
In general, effective presentations allow about one-third of
the time for interaction with the audience. Let the participants
know if and when you want interaction.
Name Names
Call on people by name and location ("Mike in Manchester,
what do you think...?") when asking questions or soliciting
their reactions. With large audiences, call on groups of people
by their site ("Let's hear from London on this one...") or
company role ("How does the marketing department feel about
that...?").
Be Democratic
Take note of the people and sites that participate, and
those from whom you haven't heard. Use this information to
lead a balanced discussion.
Stay on Schedule
Be respectful of everyone's time and try to end on schedule.
Remember that not all discussions have to take place during
the audio conference. You can agree to call someone after the
conference for a more in-depth conversation.
Reach Closure
When preparing to close, do the following:
- Ask for summary statements
- Recap action items
- Thank everyone for their participation
- Use a formal sign-off to end the conference
- Review your conference
- Obtain a recording of the conference and review
it to make improvements in future audio
conferences.
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© 1997-2008 Crosby Communications |
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