The last business meeting you had featured an assortment of unruly behavior; yelling, arguing, confrontations and topic hijacking. You need a strategy to run your next meeting in an orderly manner. Here are some useful tips:
Create a well structured meeting. Have a precise agenda which includes an objective. For example: Agenda topic - the cost of doing business. Objective - strategies to significantly decrease costs. Having a structured meeting decreases the opportunities for arguments among the participants. Striving to meet the objective can make everyone feel like part of a team.
Prior to the meeting, offer the attendees an opportunity to review the agenda and encourage them to suggest additional items for the agenda. By participating, the attendees will be less likely to oppose you during the meeting.
Only invite those who must be at the meeting. People who are forced to attend unnecessary meetings might become resentful or pout during the meeting.
Encourage everyone to participate and don’t let the argumentative types dominate the discussion.
As the leader of the meeting, have the courage to be firm with the disruptive participants.
Decrease confrontations by encouraging attendees to focus on their own goals and not evaluating the plans of the other attendees.
An orderly meeting can be highly productive.
It's always a challenge to find good employees. Most employers feel that employee referrals are often the best source for qualified candidates. Some even offer a small employee incentive for the referrals that are hired and stay with the firm for 3 months or more. Referrals are a great idea if you don't have a full time human resources department or spare management time for interviews. They also work well if you need to hire special skills really quick.
Another avenue you can try is your industry trade association. They may have an online job board or an email newsletter where you can post your job opening. For little or no cost, this ensures that you look at the best qualified people without having to sift through tons of irrelevant resumes. You may even be able to post the job listing anonymously.
Depending on the nature of the job, you may also find Craig's List (www.craigslist.com) to be a great resource. This is especially true for entry level jobs, attracting a younger workforce, or even for temp positions.
Here are some other online job boards to consider:
- www.dice.com (for tech jobs)
- www.idealist.com (for association or non-profit jobs)
There is usually a nominal fee for posting jobs to these websites. Don't forget, you can also add a "Careers" or "Jobs" section to your own website.
The trick about hiring is starting with the right job description. Be specific about the skills you are looking for. Don't put all your wish list items in there. If you have budget constraints, put the salary in the ad. This will allow candidates to self select which will save you a lot of guesswork and time.
You completed a very successful conference call. Feedback from the attendees was very positive. Some mentioned it was the best conference call they ever attended. Congratulations on the teleconference, yet it's time to pull out that list of those who signed up but did not attend your captivating call.
Send the "no-shows" an email that contains a link to your archived event. Let them know they have another opportunity to listen to the insightful conference call at their convenience. Briefly remind them why listening to the call is an excellent use of their time. Entice the no-shows by quoting a few of the attendees who gave enthusiastic responses.
In the no-show email, offer people a free trial for your services. If you had requested and received information about their product preferences in the registration form, offer them a tempting product discount. Free offers are also typically welcomed by way of a telephone call.
For those who actually attended the call, utilize an on-line survey device to gather attendee comments after the teleconference. Their comments can help you create an even better presentation. An online survey will also make them an active participant and less likely to "click you off." Remember to place a "contact me" box in the after the event email survey. With appealing emails the no-shows might be clicking the contact me box after your next conference call.
The English language is used throughout the world, however when you have conference call attendees that consider English their second language and live in places such as China and Poland there are some factors you might want to consider in order for all the participants to fully grasp your comments:
Americans are known as fast talkers. Slow down your speech so the "English as a second language" folks won't get frustrated or misunderstand your agenda.
Don't sprinkle your speech with metaphors or jargon. International attendees might be puzzled by your comments. If you say "Cat out of the bag," they may find it difficult to understand why you put a cat in a bag.
At appropriate times, ask the international audience members if they understand your comments and if they have any questions.
Sometimes it might be appropriate to hire an interpreter to assist you during the event.
Be careful with using humor in your speech. You may end up saying something offensive to English as a second language participants or saying something that makes you seem ridiculous and they loose respect for you.
Be on time. In some countries being just a few minutes late is an insult.
Your etiquette may have to be adjusted when working with an international audience.
If you think you can avoid work by calling your boss and complaining of a flu or cold; those days might soon be over. You won't have the opportunity to go shopping because your boss might suddenly throw together a conference call concerning a new client or perhaps to have a brainstorming session and your attendance from home is required.
You can probably remember at least a few occasions when a co-worker walked into your office, coughing and wiping his nose and looking miserable. You were terrified of acquiring the horrible germs. You tried to avoid him in a polite way but a few days later you were lying in bed feeling miserable. The sick employees can now stay home and attend meetings with their fellow employees with conference calls. You can touch the file cabinet without worrying about nasty germs.
Those who live in a heavy snow area and find no joy in the snow removal process at least have the benefit of skipping work a few days during the winter season due to hazardous road conditions. Teleconferencing will put an end to the mini break-from work. Snow and the flu are no longer excuses to avoid meetings.
The dollar is losing value in overseas markets. A main effect of this is increasing expenses for business travelers going overseas. Not only has the average ticket price risen due to the dropping dollar, but add in the growing fuel surcharge tax applied by airlines on top of that and you're in for a double whammy.
The Business Standard says:
"The signs are ominous. The euro is kissing 1.5, the yen is below 108 and a low for the last several years and the pound is persisting above 2. The Fed"s broadest measure of the dollar (the 37-country trade- weighted BROAD index) is close to its historical low of 84, reached in Oct 1978, and July 1995. The news gets bleaker still - oil is at $100 a barrel and commodity producers are planning to change their century-old practice of pricing in dollars."
So, with the dollar at historical lows, overseas travel is an increasingly less attractive proposition for businesses to consider. With this in mind, savvy managers weigh all the options that they have available as they squeeze profit dollars to their bottom lines. Teleconferencing, web conferencing with application sharing, video conferencing, and instant messaging are becoming an accepted alternative to everyday overseas business travel in this growing global marketplace. Although not every business trip can be replaced by teleconferencing, many aspects – such as initial planning meetings, or updates -- can fill in, or even surpass "going there".
F-14 Tomcat Jet on the USS Midway Flight Deck at San Diego Harbor in California
Webinars have become trendy these days. To entice viewers to sign up as well as watch the entire webinar you have to offer something that when the viewer ponders the question "What's in it for me?" His answer will be "plenty." If your invitation to the webinar has the fingerprints of an aggressive copywriter all over it you're going to decrease the number of attendees.
Don't turn your webinar into a sales pitch. Some people will be bored while some will be resentful and they will simply exit the webinar. It's not like sitting in a convention room and having to awkwardly walk out of the conference while hoping a representative of the host won't stop and say "Where are you going?" They will simply "click you off."
It has been estimated that less than 10% of people who participate in a webinar are prepared to sign on the dotted line. Don't focus your seminar on your specific products or services. Don't instruct your sales team to contact the audience immediately after the conclusion of the webinar.
Offer a presentation filled with interesting and unique information that will establish your company as an exceptional source of information. This will create a rapport and a trust with potential clients. The delighted attendees will actually be promoting your webinar and your company to other potential customers.
Crumpled pieces of paper, some pastries and assortment of beverages along with exhausted and bored people are typically found at a company brainstorming session. With the arrival of conference call, brainstorming participants are now often sprinkled about the country. One advantage of an audio only conference is the timid participants won't be intimidated to stifle themselves by sneers or scowls by their confident cohorts. Here are six tips that can make a teleconference brainstorming session worthwhile:
- After you have introduced the subject allow everyone some time to think and write down their ideas before the conversation begins.
- Don't allow harsh comments while the ideas are being tossed around.
- Encourage participants to offer any idea, even if it's a bit outrageous; it could lead to inspiring someone to have a great idea.
- Continually vote on the ideas; eliminating the ideas that received a small percentage of the votes. Eventually the winning idea will emerge.
- Be on the lookout for hidden agendas. Some participants might have secretly agreed in advance to reject the ideas of specific members. They may have agreed in advance to praise a specific idea and stimulate others to jump on board.
- Bring in new people for the brainstorming project in order to add stimulation to the process.
Attending a boardroom meeting requires certain etiquette. You wouldn't shove somebody's paperwork off the table to make room for your sales report. Conference calls also necessitate etiquette. Here are nine valuable conference call etiquette suggestions:
- Be on time. Don't disrupt the meeting. It's also a little rude to ask a punctual person to supply a review of what you missed.
- If the moderator of the conference call excludes you from the introductions; don't be shy, say hello and mention your name and your location.
- It's polite to acknowledge the contributions people are adding to the teleconference. "That's a great idea" or "Thanks for the information." It also makes the meeting seem more active.
- Disable the call-waiting feature on your phone.
- Don't interrupt while a participant is speaking.
- If you are on speakerphone all the little noises such as keyboard sounds, chairs squeaking and papers being shuffled are annoying to the participants.
- Don't hit the hold button. You don't want the group to be serenaded by unnecessary music or irritating beeps.
- Inform your co-workers regarding the timeframe of the teleconference so they won't enter your office making sarcastic comments about the Chief Financial Officer for everyone to hear.
- Don't use a cell phone; too much background noise.
Etiquette and conference calls go together.