One reason to hold a teleconference is that all the key players cannot be present in one room. There are also times when not only the participants cannot gather, the planners can't always get together either!
Let's say you need to have a meeting of the minds with people in a faraway branch of your company. You may need to coordinate with people in that office to go over the agenda and goals for the meeting. You will likely be able to get all of this figured out through phone calls and e-mails, but it might be better for you to have a quick chat via teleconference to go over last minute details.
It's a cliché, but there often needs to be a meeting before the meeting. Since you have to get everything set for the teleconference anyway, why not get together with your fellow planners right beforehand? Using a Pre-Conference setting, meeting planners can discuss logistics right before a call and early arrivers will not be able to hear a thing because their lines will still be muted. Do a sound check, calm jitters, do all that you need to do right before the main conference starts.
You have the technology already in hand, why not set aside a little extra time to make sure things go smoothly?
Kyle Beaird - Bareback Riding at the Fort Worth Stockyards Rodeo
Have you gotten on a conference call and the moderator hasn't dialed in yet? You called on time or maybe even a few minutes early, but you were waiting and waiting. Hold music is soothing, but when you are a multi-tasking executive your time is valuable and it appears it is being wasted by someone else!
Think of a conference call as a face-to-face meeting and present yourself accordingly. For all of your conference calls, I recommend that you, the moderator, call in at a minimum of five minutes early. This allows you to personally greet each participant as they arrive. It also gives you a chance to chat with the early attendees and break the ice.
If you are web conferencing and have your Webcam set up, don't use the few early minutes to apply makeup, comb your hair, or review your notes. Be smiling and ready to welcome each attendee with your eyes focused on the camera. Don't be caught off guard!
I also recommend that you check yourself in your webcam 10 minutes before your call starts to make sure you look the best you can. Once you're ready, forget about the camera and just consider the camera lens as the eyes of your participants. There is something welcoming about dialing in and getting a personal greeting from the host or seeing a smiling face.
Remember many attendees to your call will phone in five minutes earlier than the scheduled time of the call, so be on five minutes before that and start your teleconference off right!
Although teleconferences are all about the spoken word, they do have a written component: the transcript. Transcripts are highly valuable, for you and for the participants. You can use your transcript to build loyalty and get repeat business and the participants can get a clear view of your message.
No matter how good a person is at listening and digesting, the opportunity to pore over the details in written form is hard to resist. Even the most attentive person will admit that their mind wanders at times. That's okay, because you will be there to offer a transcript that is chock full of useful information.
You will have to decide whether or not you want to offer the transcript on paper or through e-mail. If you offer it in exchange for an e-mail address, then it only makes sense to send it through that medium. However there are some people who still prefer paper. The best bet may be to give participants a choice on how they would like to receive their transcript.
Some other uses for your transcripts:
- Give a transcript in exchange for an e-mail address
- Use transcripts to entice participants to fill out an evaluation form
- Offer customized transcripts by highlighting key passages, or break them up into segments for specific customers
Paper or digital, charge or no charge; put transcripts to work for you by offering them as a valuable post-conference tool!
Have you heard of podcasting yet? Podcasting is where you take a recording of your conference call and save it as a file that can be downloaded to iPods and other mp3 players.
If you are making recordings of your conference call, now's the time to check out if you can turn them into podcasts so people can download them from your website. There are online applications that will take your audio file and make it podcast-friendly. Some even have an online control panel. One that I've found particularly good is called FeedHoster. You can visit the site at www.Feedhoster.com.
Here'’s what they have to say about making podcasts from audio files:
"Podcasting support! Yes, you can also link to media files which will be added as enclosures in your web feed for automatic download by Podcasting clients. Don't know what enclosures are? Doesn't matter, we look after that...just know that you will be able to link media files to your feed and any subscribers with a Podcasting client (aka Podcatcher) will be able to automatically download the media to their media device. Imagine the possibilities!"
So if you are looking for ways to use the recordings from your conference calls, think about podcasting as a new way to cast your own net to a larger audience of prospects.
Have a script handy
For an experienced teacher, this may not seem necessary, but really it is. Even if you are presenting a lesson that you know well and have taught many times, it is important to have some notes already written. Teaching by video conference is not the same as teaching in the classroom. The thought that your image is being beamed to people in a remote location may make you more nervous than you'd imagine. Whether you take a lecture-style approach or involve your class a lot, you feed off of listener reaction and participation. This is true no matter what the reaction is-even looks of boredom. When you are presenting a video conference you do not get that same type of instant feedback.
Give a shorter presentation
If you thought a student's attention span was short in a typical classroom setting, wait until you see how they fare during a video conference. Some will be fine, but others will get fidgety fast. If possible, do not spend the entire class time talking. Just as you would in any other class, give students time to do a group activity. Or let them swap and grade each others' papers while you go over the answers. Find a way to break the time up, so students are not looking at the screen the entire time.
Today, twice as many companies are communicating via audio and video conferencing than five years ago. Between 2000 and 2006, a leading indicator of changes in the communications industry -- sales of conferencing equipment -- doubled from $2.84 billion to $4.33 billion. It seems more and more people are realizing how much they can benefit from conferencing. If you are one of these people, you should know that thorough organization and planning is required to ensure effective and productive communication. Here are some tips to ensure a smooth conference call:
- Ask participants to identify themselves when speaking.
- Provide participants with a conference agenda ahead of time and encourage discussion on weak agenda items.
- Watch the clock. Keep the conference within the expected time parameters.
- Allot time for questions. Designating a Q&A session at the end of the conference can help keep the meeting on track.
- Close the call with a summary of items discussed, decisions made, and future action agreed upon.
- Schedule a follow-up meeting if you run out of time, but still have points to cover. Be considerate of the fact that your colleagues have allotted a set number of minutes to the conference call.
- Follow-up the conference call with an email or letter reiterating major points, decisions made, and future assignments.
- Thank all participants for their time and input.
Every town, city, or county has matters that must be set before the public prior to a decision being made. Local governments do their duty by holding public forums, but quite often these forums are not well-attended.
Teleconferences are a very useful tool for municipalities looking to engage the public on issues that concern and affect the majority of citizens. There are many people who would hesitate to attend a public forum for any number of reasons such as bad weather, physically unable, lack transportation, busy schedules, the reluctance to give an opinion, or the feeling that they really can’t make a difference. You cannot get everyone to participate, but you may be able to broaden your audience if you use a teleconference to communicate with citizens.
With a two-way teleconference you can give voice to those whom you would not normally see at a town hall or city council meeting. Those who are afraid to give their opinion in person will be less inhibited if they are in their own living rooms. You will be able to really get a sense of public opinion about a topic this way. It will increase good will because residents will feel as though local government is really interested in connecting with them and values their thoughts and ideas.
Taken in Fort Worth, Texas by Vanessa Foster