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Etiquette of
Teleconferences
Etiquette of teleconferences -- defining the rules when conferencing via phone, web, or video
September 19, 2006
By: Lynn Marotta
More and more meetings are taking place as audio, web,
and video conferences these days. Because there are so many
benefits that can be achieved with these three forms of
conferencing, companies are using them as a way to save
money and increase overall business effectiveness.
Consequently, you might be wondering if changing the
conference platform will change the rules of etiquette. Is
there such a thing as etiquette of teleconferences? Let's
explore the three different means of conducting conferences
and some of the teleconference etiquette rules that apply to
each of these conferencing platforms.
Phone teleconferencing etiquette
This is often referred to as conference calling or audio
conferencing, and refers to any conference that takes place
via a telephone. The key etiquette rules that apply to phone
teleconferences are as follows:
- A round of introductions is necessary --
Teleconference call participants are never in the same
physical location. When you talk over the phone all you
hear is audio sounds, so you loose the ability to know
exactly who you are talking to. One of the very first
things that should take place before a teleconference call
begins is to introduce all of the conference call
participants. Everyone should have a clear understanding
of who is present in the room listening in on the call.
- Reduce all possible distractions -- Have you
ever talked to someone on a phone call and all you could
hear on the other end were papers rattling or some other
endless background noise. It can be very distracting, and
can really hinder effective communication. While you can
never fully eliminate all possible distractions from the
conference call, it is important to make the effort to
eliminate as much noise and distraction as possible.
- Be considerate -- This is just as important in
personal meetings as it in conference calls. Let other's
speak. Don't interrupt. Don't monopolize the conversation
so that no one else has the opportunity to voice an
opinion. These are all basic rules of polite interpersonal
communication, but they are certainly important to
remember.
- Keep an eye on time -- Another important phone
teleconferencing rule to follow is time management. Don't
allow the conference call to get off topic and stick to
the agenda. It is a good idea to set a time limit on the
conference call when you organize the conference so that
everyone can plan accordingly. If you find yourself going
over the time limit, be considerate. You may need to
postpone the rest of the conference call to a later time
to accommodate everyone's schedule.
Web conferencing etiquette
With web conferencing, we are referring to any conference
that occurs through the use of the Internet. Web conferences
can still consist of an audio portion that takes place over
your phone line, but the crux of the conference is based
around the shared access to a presentation or group of
documents presented over the Internet. As with audio
teleconferencing, the following are specific etiquette rules
that apply specifically to web conferences:
- Pay attention to legibility -- When presenting
any type of documentation, make sure it is clear and
concise and clearly legible. Also, make sure you proof
read carefully so that spelling and grammatical errors are
eliminated.
- Listen carefully -- Pay attention to what is
being presented. It can be tempting to surf the Internet
or follow-up on emails, but resist the urge. You may be
required to offer input at the end of the presentation, so
listen up.
- Pay attention to the size of graphical images
-- While this may not be a real issue if everyone logging
into the web conference is using high-speed Internet
connections, it can be a real problem is someone only has
dial up. It is however always proper etiquette to pay
attention to file size.
Video conferencing etiquette
This conferencing term refers to the use of both audio
and video images together. Conference participants can not
only hear each other, they are also able to view all
attendees. The following are the proper etiquette rules for
video conferences:
- Dress appropriately -- Since a video conference
not only allows you to view those on the other end of the
conference, they can also view you. Wear proper business
attire for your respective role. Also, don't where any
colors or patters that are too crazy. These may make it
very difficult for the viewer to focus.
- Do not eat or drink -- While this is not
appropriate for any conference, it is especially not
appropriate for a video conference where all the
participants can see what you are doing.
- Use your manners -- General manners for public
interaction apply. Introduce yourself, speak clearly,
don't interrupt, turn off your cell phone, and make eye
contact.
While these are pretty basic etiquette rules, they will
go a long way toward making all your future conferences a
success.
About the Author
Lynn Marotta is a successful freelance writer and
contributor to Web-Conferencing-Zone.com. Your
definitive guide to
web conferencing services,
online collaboration software and
web meetings for business.
Also See: [
What are
some of the major benefits for having virtual teams? ]
[ AT&T web conference
call solution using the AT&T Web Meeting Service ]
[ Intranet
teleconferencing software, benefits of the Intranet for
business ]
Home Page:
[ Web-Conferencing-Zone.com ]
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