Teleconferencing Etiquette Tips and Ground Rules
Most people do not realize that when they are on a teleconference they need to use the same manners and behaviors they would use at a social gathering or a professional meeting. The individual should show the behavior they were taught as being socially acceptable.
When members of a meeting can't physically see each other, sometimes they feel that the situation is casual and doesn't require them to pay strict attention. Don't let this person be you! If you are inattentive or inappropriately casual, you can be sure that other members of the teleconference will notice it, and the meeting will most likely suffer because of your lack of attention.
It is important to pay attention and be informed about the social norms of teleconferences. Remember the basics, and apply them to teleconferences. Think about how you would act and speak during a meeting with other people. Then, think about how you would behave during a teleconference.
Could you take your behaviors from the teleconference meeting and transpose them right into the meeting room at your office? If that brings a smile to your face or makes you chuckle, that's your clue, and we need to take a look at a few tips to remember. First and most obvious, be on time.
Just because you are on the phone and it is easy to get away with certain behaviors, such as running around the office, does not mean it is acceptable. When on a teleconference act as if you were facing the people in an actual meeting, sit at your desk and look professional. You will look and sound more professional to the people on the other side of the phone.
It's also useful to have all your paperwork laid out in an easy to see format. Spend those extra moments waiting for everyone to connect to your conference call to sort this out. It will really pay off in the end with a more organized and well-handled meeting.
Thirdly, listen for cues to communication and context as demonstrated by the caller. It is important to remember to listen without interruption and let the host finish talking. This may sound intimidating at first thought, but with experience you will be a practiced teleconferencing professional.
Fourth, remember that the end goal of a teleconference is to be heard and understood, as well as remembered, and to be an active participant who has contributed to the meeting. You will need to become comfortable with the dynamics of communication during a teleconference call, and have a grip on when someone is finished talking and when it is your turn to present your findings.
In conclusion, whether you are at an on site meeting or a teleconference, the objectives are the same: to make a significant contribution to the meeting, to make a difference, and have a beneficial impact on the goals and results of that meeting. Proper etiquette is expected at all times and any manner other than the accepted norm will not be acceptable. This norm can be achieved by applying the knowledge of professional etiquette expected at a teleconference. After all, you are not just on a telephone call, you are attending a meeting.
About the Author: Daiv Russell is a management and marketing consultant with Envision Consulting in Tampa, Florida. To learn more about teleconference etiquette, check out audio-conference-calling.info. While organizing your team check out our Team Building ideas.
More articles by Daiv Russell
Print Article | Download PDF | 81 views | Feb 18 2008
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