I love to talk to people. It wasn't always like that for me but now, if you end up in line with me, I will at least issue you a 'hello'. Being naturally inquisitive is part of the reason that public speaking has always been easy for me. Like all speakers, there are initial nerves but once I find a comfortable groove, it’s pretty easy to interact with an audience.
It’s not like that for everyone. In fact, I’m often surprised at the number of people who are successful speakers, but call themselves introverts. It’s not an easy thing to "break out your shell" in front of a group of people that you don’t know.
Shy speakers need to gain a bit of ground before they get comfortable and it will take them a bit longer to find their groove when giving a presentation. Here are some other tips for shy speakers.
- If you’re making hand written notes for your presentation, use an ink color that is calming. Stress-reducing colors will help bring you a sense of calm. Using an ink color like red will trigger your brain to make "stress-inducing" decisions and when you’re nervous about speaking, you don’t want to add additional stress to your brain.
- Encourage yourself. On your index cards or speech notes, include little words of encouragement. Put a note in the margin that says you’re doing a great job or that you've reached your favorite part of the presentation. It may be just what you need to read right when you need to read it
- Avoid "off the cuff" speeches when you can. Shy speakers are calmed by the ability to prepare and practice. Even if you’re doing a quick thirty second introduction of yourself, the sky speaker will need a moment or two to prepare. When asked to give remarks on the fly, don’t be hesitant to ask for those preparation moments. Those moments will give you some calm.
- Don’t be afraid to use a comfort item. I cannot speak properly without a pen in my hand (never the clicky-top kind though). A lot of speech preparations tell you to "use your arms and hands" which is a great tip, but those movements can sometimes come out looking jerky or robotic. Holding something in your hand, like a pen, can help your hands feel balanced and aid in letting you make more natural movements when you speak.
Of course, the biggest weapon for the shy speaker is to practice, practice, and practice.
Are you a former "shy speaker"? How did you kick the habit? What tips would you give someone looking to improve in their speaking confidence? Are those tips different when you're making a speech over a conference call or do you think the same delivery techniques can apply?
One of the best ways to get your participants involved on your conference call is to open up for questions at the end. Many times, I've seen even the most impressive presentations end up with 'no questions' at the end. I've talked before about what to do when no one asks a question on your conference and one of the tips I suggested before was to ask a friend or co-worker to be the first person to raise their hand.
Now, some may disagree with me about using a "plant" on your conferences to get the ball rolling for Q&A. I'd offer the counterpoint that it is human nature to be shy and that no one really wants to go first. Q&A is an opportunity to refine parts of the presentations and silence will hurt the chances to do so. If the co-worker or friend asks a legitimate question about the content, I don't see anything wrong with this kind of tactic.
An open ended question is one that cannot be answered with "yes" or "no". It's important that the question gives the speaker an opportunity to explain some of those finer details while giving the opportunity to spark questions in some of the other participants. Here are eight great ways to start an open ended question on your next conference.
- "What is the purpose of..."
- "Can you explain...."
- "How would you use..."
- "What judgment can we make..."
- "How would you estimate..."
- "Explain the changes that..."
- "How would you summarize..."
- "What statements support..."
These questions are great conversation starters because they are legitimate in reference to the content presented and they give the speaker that extra chance to go over those finer details or even mention something they mistakenly skipped over when going over the presentation. Additionally, I suggest only doing this once a session and only if you don't get any one else in the question queue. This is to get the conversation started, not to take it over completely. The goal of asking your co-worker to ask the first question is to open the door for others to come along behind them.
Have you ever "planted" your co-worker to ask the first question?
When you’re having a conference call you have the ability to call out to participants from a live call. You can either do this from the web conference screen, or you can manually perform a call out if you’re hosting a conference that is audio only.
Using call out for conferencing is a great tool for when you are missing individuals that you need on the call, when someone is traveling, or if someone failed to sign up for the conference, but you want to make sure they can join.
Send an Invite by Email – Audio & Web Instructions
Click on ‘Invite’ and click ‘Invite by Email’
Enter the persons email address. Our system will generate an email that will send the party the audio conference instructions as well as the web conference link they will need to go to. This kind of invitation is really helpful if you’ve used some kind of pre-registration system and have a last minute user who needs to join the conference. Once they get the email you won’t need to do anything else to get them to join the conference.
Send an Audio Invite to a Group
Click on ‘Invite’ and ‘Invite by Phone – Group’
Before your conference, you can preload a group of contacts into your account. When you click to invite the group, the automated message will be delivered to multiple parties at once. The invitation will give everyone the options to join, decline, or request a five minute call back.
Send an Audio Invite to an Individual
Click on ‘Invite’ and ‘Invite Individual by Phone’
Enter a phone number and our system will call them with an automated message to join the conference by pressing one, receive another call in five minutes by pressing two, or disregard the invitation by pressing three. It’s a great option for someone who might be between meetings or someone who is using a using a speakerphone or internet phone that may be having trouble entering in their conference code.
Call Directly to an Individual on a Live Audio Conference
- Press *1 on your telephone keypad.
- Dial the number for the party you want to reach. (Note: If they are an international party, you will need to call out to them using the 011 prefix.)
- Once you hear their voice on the other end of the call, you can briefly bring them up to date and then press *2 when you’re ready to join you both back to the conference call. There’s a few seconds of delay between when you rejoin the conference and when the new participants line opens up, so whenever I outdial I like to use the intro tones so that I know exactly when that happens.
If they don’t answer when you call them, press *3 to terminate the outdial and join you back to the conference so you can try again.
Conference call out is useful to help you get the people on your conference that are imperative to the call. Don’t want to mess with it? No worries – one of our operators can perform an outdial for you. Give us a call to find out more about operator outdial conference calls.
When you dial into an audio conference you want to have a smooth and efficient meeting. Few things disrupt meetings like the sound of your co-worker screaming into the Grand Canyon and letting his voice echo back into the call. Okay, so he’s probably not taking the conference call on the Grand Canyon, but his line is definitely causing a bit of echo.
What causes echo and what can you do to fix it?
Make Sure There is Only One Line Connected in a Room – When you have multiple parties in the same room connecting into the same conference, it will create an echo on the conference line. Sound will travel on a delay from your neighbor’s cubicle or desk and into the phone you’re using. Instead of having everyone connect individually, gather the participants in a room and let them dial in together. This will eliminate the conference echo caused by participants in the same room.
Check Your Surroundings – The chance of experiencing an echo is greatly increased when you’re taking your conference call in an enclosed space. The sound of your voice will bounce off of the walls and back into your phone system, and create an echo on your call. When possible, take your conference call in a more open space, like a conference room. If that’s not possible you’ll need to adjust the tone of your voice to try to minimize the impact.
Are You Using a Speakerphone? - Speakerphones are convenient but are one of the biggest culprits when it comes to conference echo. Built in speakers can cause an echo on the conference call. A speaker phone has both a microphone and a speaker built in, so when the volume is up too high, it can cause echoing and distortion. Turn your speakerphone volume down to help with some of this interference.
Speakerphone Bonus: If you’re using a speaker phone to join into the conference and having trouble with the code, mute the device or disable the speaker line to enter the code. This might help your code get recognized.
Conference echo is a nuisance because it immediately disrupts your ability to host an effective meeting. Anytime you have a sound issue on one of your conferences that you can’t figure out, be sure to give customer service a call (800.989.9239) and let us help.
I recently bought a new SUV. It’s a beautiful black Ford Escape, a vehicle I have had my eye on for a long time. One of the most exciting features to me was the “Sync” system where, using my USB device, I can tell my car what to play, instead of having to manually search for songs. Like in the beginning of most relationships, there were some severe communication issues that we had to work through.
Just as I was considering breaking up with Sync, I realized that I had some things I needed to work on, before I called up a couple’s counselor. I learned some things about the way I need to talk to Sync to help her respond better to my needs.
Our biggest communication issues broke down into two categories – my consonants run together and my voice trails off at the end of words. When I would request that Sync play “play artist Tom Petty” she doesn’t hear me clearly. The two “T” sounds become one in the middle of my sentence so she isn’t entirely sure what I meant. The same thing happens where they are “soft” sounds at the end of words. For example, if I request that she plays Adele, she fires back with a bunch of options because the system heard the first part “Ade” but not the rest.
In order to have a good relationship with Sync, I had to change the way I spoke to her. I knew what I was saying, but she wasn’t translating it correctly, and it was causing a rift in our relationship.
Communicate Better with Participants
It’s hard to know when something isn’t communicated effectively to another person since the speaker knows what the intended points are. I knew what I was trying to say to Sync but it was getting lost somewhere along the way. I had to change the way I spoke to her in order to improve our relationship.
You can improve your relationship with your participants by making your entire presentation to a recording device. Then wait a few days and go back and listen to yourself. Make notes about parts of your speech that are fading away or aren’t being translated well.
Letting someone else listen to your presentation is also a great way to understand how a participant might interpret your speech. Take the recording and give it to a friend. Ask them to listen to the entire thing from start to finish and make notes along the way. They can jot down the things that don’t make sense or a misunderstanding that they might come across.
Communication is not just about what you say but how you say it. You can evaluate how to speak before you ever step in front of your audience so that you can know how you will sound and how your words will be received.
Participants have a lot of distractions in front of them when they try to sit down and attend a meeting or web conference. As a speaker, you’re suddenly up against unseen foes of Facebook, Twitter, and email. Most participants will tune in completely to your webinar for the first couple of minutes, but after that, if you do not hold their attention, they will start to drift.
If you don’t want to lose your participants to the weeds of the Internet and other distractions, there are a couple of things you can do during your call to make sure you’re doing what you can to keep their attention.
When you're speaking and presenting on a webinar, you are up against the clock. When presenters are up against the clock one of two things usually happens – they either go through the information entirely too fast, or they get lost in the minutia of their information. Practicing before the event in your allotted time will help you get the right pacing down and make any last minute changes.
Interact with Participants.
During the call, use polls and visuals to keep them engaged. Offer a prize for the best question to the speaker or set up a Twitter hash tag for participants to submit comments and questions about your presentation. If you decide to use Twitter during the conference make sure you have someone manning the account that can respond promptly. You can always go back later and personally respond to your messages, but don’t try to do that while you’re presenting.
Remember the Golden Rule.
Never read directly from your slides or handouts. I’m honestly surprised at how so many speakers continue to make this single mistake when it comes to trying to keep their audience involved in their conferences. Reading word for word from slides is the most direct way to get participants to "check out" of your conference. Why would they need to listen to you when they can just refer back to the copy of the slides? They should be used as a guide and not serve as a script.
Web conferencing technology is here to stay and will no doubt become even more prevalent in your day to day business operations. It’s a good idea to start making these changes to your presentation techniques now so that you’re not behind the curve later.
How do you connect with participants on webinars?
Many moons ago, I worked in direct sales. While it wasn't my favorite job in the world, I learned some valuable skills. The company liked to keep us up to date on new approaches with monthly conference calls, and they were very helpful. When it’s time to set up your next conference call with team members, here are some sales conference topics that you can use.
Each month, invite the “top seller” to make a brief presentation to new hires or those who wish to participate. You can open up for a straight Q&A session to let your new people or the ones that need a little extra motivation find out about what strategies make someone successful in the sales business. A lot of times it helps to simply hear what works for someone else and try to incorporate that into your own approaches.
Once a quarter, set up a conference call with departments or teams that would not usually have direct contact with each other. Use these opportunities to role play situations with a large group and then allow for questions at the end. Ask your employees what was great, what could have gone better, or what needs a little bit of improvement. It’s a great chance to hear new thoughts and approaches from those you wouldn't usually have contact with.
Brainstorm a Better Pitch
The sales persons pitch is the greatest device they have when it comes to closing a deal. If the pitch doesn't resonate, then you've lost your potential client before you even have a chance to start talking about benefits to your product or service. Get your team together on a conference call and start collaborating on a pitch that can be delivered in a clear manner with the same messages delivered across the board. Host a follow up call after a couple of months and find out some of the feedback on the pitch. If it’s still not working – you can attack the pitch again and continue doing so until you find one that works.
Before you start any conference call with your sales team, it’s important to break the ice and start opening up the lines of communication. A good ice breaker planned into the meeting agenda will get people talking and feeling comfortable with each other.
Motivating a sales team doesn't have to be all about money and success. Giving them an open door to get new ideas, stay current, and keep things going helps just as much.
When you have an operator answered conference call, you will get a line chart that shows you the progression of your attendees at various times.
This data is a compilation of the information that you can collect from the CSV file found on your account after each conference. What we do is plot it along a line graph so that you can see your average call time and your maximum number of users. Charts are much more fun to look at than Excel spreadsheet files.
We want to make sure that you can see how your conference calls work and how your participants are responding. Maybe you are unnecessarily overbooking for your conferences or this data might show you how you can break up your calls and maintain your participant count.
If you receive one of these graphs and have some feedback, we'd love to hear what you think. Is something missing? Maybe we can add data that you would like to see to it. Give us a call at 800.989.9239 to discuss the graph or if you have any other questions.
Not too long ago one of my favorite customers sent me an email inquiring about international conference calls. If you need to provide a way for participants outside of the United States or Canada to join your conference call we have three different options for international dialing.
Option One: Participant Pays Long Distance / International Fees. This option requires no changes on how you use or are billed for your services. Anywhere in the world, a participant can call into a direct access number and be joined to the conference. You’re billed whatever is standard for your account and they are billed on their phone bill what their provider will charge. This option is best for those who rarely have a need for international conferences or are one of our flat rate customers.
Option Two: International Toll Free. From Argentina to Venezuela on this list of rates these countries can be provided their own toll free access into our conference bridges. You rates for domestic callers (US / Canada) stay the same and the rate for international depends on the country that connects. There is usually no charge to participants in these countries and requires a new conference line on your account.
Option Three: Most countries can be dialed to from within in our system and brought into the conference line without any additional charges to them. For many of the countries there is little to no change in your per minute per person rate. Some countries are not available for outdial and we can either add a new conference line or activate this option on a conference existing on your account.
Depending on what option you choose or how your account is set up, we might ask for you for an additional form to be sent back to us. International can be activated for specific users of your account in order to limit cost and availability for the services. If you need international conferencing added to your account or have any questions about how it works or the pricing for outdial rates, just give us a call and we can help.
Transcription services may be at an extra cost but there are unique benefits to using them that you might not think about. Usually, we think about transcriptions we think about them for medical purposes or legal documentations of conversations and while these are great uses of a transcription there are many more reasons that adding this service to your conferencing routine can benefit your business in a number of ways.
Here’s a couple of other ways that AccuConference customers are making transcriptions a part of their usual conference calls routine.
- Any conversation that is “on the record” should be transcribed so that there is no deviation from what was said. Recording your conference calls is one way to get extra posterity for conversations, but a transcription can be sent out to those who want to keep written documentation.
- For videos not only are you making the content within in the video able to be crawled by search engines, you’re also providing an easy way to mark sections for editing. If you’re reviewing a video and need to send a few more notes over to the editor, you can transcribe the text with a timestamp feature and highlight the times that require additional review. This makes it easier for the editor to go into your video and make quick changes. The process speeds up when the editor doesn’t have to go searching for phrases and gestures to remove.
- Under Regulation Fair Disclosure mandated by the SEC in 2000, requires that any information released to investors or analysis must be made public. The purpose of the regulation was to even the playing field between all kinds of stock holders and prevent the large investment companies from getting a “heads up” on information that could affect stock prices. Regulation FD requires broad dissemination to the public of stock information and is usually done by conference call playback or by a transcription.
- News stories are optimized for mobile devices when you include the transcription of the video together. I check my news applications constantly and I am more likely to “read” a story than to stop and watch the accompanying video on my phone. It will also make your news stories accessible to people who do not have the latest smartphone technology or have access to cool tablet computers.
- Did I mention that the content of your conference call suddenly becomes searchable? Imagine that you get an opportunity to host an incredible interview with someone and you upload it to your website and hope that people are able to find it. If you can post the text on your website somewhere your interview content can be returned as a result in Google search.
What useful things can you think of for having conversations transcribed?