Back to: Virtual Meetings – tips
Communicate to each attendee your policies on the following:
…
1. Introductions
You may simply have all participants give their names, or you may need to introduce people: your attendees really want to know who else is on the call. You might also add some sort of introductory remarks to help everyone focus on the meeting.
2. Latecomers
Insist on promptness, and do not review topics if someone calls in late. Teleconference systems often include an announcement of who has just joined the meeting, and this can be extremely disruptive if people are late.
3. Phone “mute” button
Turning on and off a mute button can disrupt the meeting. But if participants have something else going on in their offices, it’s important for them to use the mute button so others don’t hear it. Where they have one, ask people to use the mute button on their phones instead, or get people to mute and “unmute” their phones at the same time.
4. Multitasking by participants
Ask people to avoid doing other things during the meeting. You cannot control what they do but a teleconference requires solid focus. But be realistic, it is fairly likely that the participants will be checking their smartphones throughout the meeting – we need to get over it.
Try to structure the meeting tightly, so participants keep their attention on the call and don’t spend too much time checking emails or doing other work.
5. Structure for communicating
Do you allow each team member a certain amount of time to speak? Is there a sequence of speakers, and then an open discussion – or is the discussion open at all times? How will people know it’s OK for them to speak? Inform participants of the structure and process in advance.
The best teleconference managers are those with engaging voices, and those with the strength of character to engage everyone on the call and quickly win their trust. Maintaining active participation is key to obtaining your goal.
6. Write out a script and practise before the meeting
You should type out a script for yourself – participants won’t be able to see you. Draft a script and practise voicing this out loud before the meeting.
The advantage of a teleconference without video is that you can speak word -perfect instructions and no one need now that you are reading from a script.
7. Vocal techniques for meetings
There are no visual clues and so the use and clarity of your voice is even more important than for face-to-face meetings.