Teleconferencing is, possibly, the most efficient communication breakthrough of the 20th century. The thinking is to enable a group (three or more people) interactive communication through an electronic medium between people at many locations!
Teleconferencing is being used in the following ways nowadays:
- Audio conferencing, making use of telephones
- Video conferencing, employing interactive televisions with sound,
- Computer conferencing, employing printed communication via computers and keyboards.
Bonuses:
Voluminous cost saving on group meetings that includes cost of traveling, setting up the venue, food, and other related costs.
Meetings are focused and a lower amount of time is lost.
People and speakers who cant spare effort for face-to-face meetings can participate.
Disadvantages:
The most basic problem with teleconferencing is technical failure. A nightmare for all organizers, teleconferencing also requires basic training or orientation for participants in use of resources. Teleconferencing is also a hindrance in interpersonal communication required for negotiation and bargaining.
It is also cumbersome to break ice during a teleconference and establish a rapport between participants. A profitable teleconference depends on detailed planning of the event.
The upcoming tips can help you have a better teleconferencing session:
Think through the Agenda
It is positively imperative that you plan your items on the agenda. The agenda itself ought to be clear, well defined and should spell out the expectations from the participants. Keep in mind the participation and if you expect an input from everyone on every item, then make sure that you have built in sufficient time for the meeting. Also, indicate to the participants that they go through the agenda before the teleconference.
Technically Sound
It is necessary that all participants have prior access to dial in number and pass-codes. You must also convey if you are offering a toll-free number. Check all materials before the conference and ensure that you have a back plan for technology failure.
Getting there
If you are the facilitator, it makes sense to be the first one online. A team-building activity could help get the meeting to a good start (specifically if the group is diverse and is meeting for the first time!). Be careful to substantiate the protocol and the talking order to avoid confusion and an arrangement where one person monopolizes the meeting.
Teleconferencing Etiquette
Least disturbance should be the decorum of all teleconferences. As a participant it is your job description to insure that you dont introduce noise in the form of noisy background, buzzing sounds of low grade cordless phones, reception errors of cell phones any other noise like rustling paper or tapping pens. If the calls are long, the organizers must offer breaks at previously decided times.
If the call is an international one, be aware of accents and avert speaking too fast.
Other Tips for Organizers
- Use names to get notice.
- Use more than one user to break monologue and boredom.
- Involve everybody and if required go around in circles asking for input.
- During breaks, pair off people to facilitate interaction.
- Share duties, like taking notes, with participants to encourage interaction.
- Do take constructive criticism for which you need to be ready with constructive criticism forms.
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