The introduction of online meeting technologies has meant that the good ol’ teleconference has taken a bit of a back-seat. The big question is, does the lack of visual engagement mean that we are at risk of neglecting our manners and simple meeting etiquette? When you conduct your next teleconference think about these humble tips…
Teleconferencing Etiquette Tips
#1 – Find a Quiet Place
Background noise can be very distracting to other participants. Think about where you are … Are you joining from home with a noisy dog in the background? Or are you participating in the call from your car? Either way, ensure you find a quiet place where you will be comfortable for a certain period of time.
#2 – Identify Yourself
Have you ever seen someone walk into a dinner party and go straight for the food? What did you think in that situation? Just like any social scenario, it is always polite to introduce yourself.
#3 – Set Expectations
People always like to know what to expect. Sending an agenda will not only achieve this, it will avoid conversations going off track and will ensure that all parties are prepared!
#4 – Block Eavesdropping
Block eavesdropping! Conference security is very important when having a private and/or confidential conversation. Use the conference lock command to ensure that no additional persons, including the operator, enter the conference.
#5 – Appropriately Use the Mute Command
Also known as “The God Feature,” the mute command gives you the power to silence one or many parties. If you are combining your web conference with a teleconference, ensure you let people know before you mute them and as a participant, ensure you do the same. The last thing you want is someone on the other end talking into thin air!
#6 – Say Thank You
Thank you goes a long way… Let’s be honest, a teleconference isn’t exactly the most intimate of gatherings. As a moderator, it’s a nice idea to send your participants a thank you email including any action items or discussion points which were covered in the meeting.
#7 – On Time is Too Late
It’s all about the timing… To many, punctuality is a sign of respect. Try to avoid dialling into the call late and expecting participants to provide you with a “catch-up”. This will not only disturb the entire meeting, but it has the likelihood to come across as somewhat rude.
#8 – Leave if You Need To
Hold that thought… Hold music can be oh so annoying, let alone when you have multiple participants trying to have a chat. If you have to leave a conference for any period of time, hang up the phone and call back in when you’re ready to rekindle.