Even though you can't see the people in your meeting with a teleconference doesn't mean that there aren't certain rules of etiquette that you should follow. In fact for teleconferences, meeting etiquette in certain areas is even more important than in a face-to-face situations.
Here are a few tips to help you to have the best teleconference possible:
- Make sure to send your agenda before the meeting so people may be properly prepared. You may want to send it out more than several hours ahead. Depending on the nature of the call, you may need to send your agenda several days to a week ahead of your planned call.
- Include your starting and expected ending time. Use Outlook to schedule your meetings electronically and ask for participation approval automatically. Let your participants clear their calendar to allocate you the time you need.
- Make sure you have communicated your expectations clearly to all participants. This will help to keep your meeting on-track and allow you to have metrics for which to measure your teleconference meeting success.
- If you have had previous problems with attendees putting your call on hold and sharing their canned hold music or promotional message with the group, consider discussing the issue privately with the party before your next call. If you cannot identify the person clearly, send with your agenda a gentle teleconference protocol reminder listing this item specifically to help your team get and stay on track.
- Keep your message short, concise, and closely follow your agenda. Doing so, will keep attendance high and keep participants focused.
- Follow-up in writing your plan of action and who has been tasked to perform which activities. Good follow-up assures that the plans you have discussed will be implemented and that team members can be accountable for specific tasks.