Practical Tips for Running Engaging Teleconferences
Working remotely is fast becoming a reality for a lot of us. An important part of making this successful for businesses and employees is overcoming the obstacle of communication changes. Below, we have some suggested tips to get the most out of teleconference calls and keep communication channels working effectively.
BE READY TO GO
Check in on and read the agenda beforehand so you are ready.
Know your role and the best areas to contribute.
Check for & read any documents in advance.
Be punctual and ready start on time.
SMOOTH RUNNING
Look for an opportunity to introduce yourself and hear who else is on the call check in on the agenda and see if there is anything else to add.
Address and deal with noise & disruptions – participants should be in a quiet & confidential location to conduct the call.
Be ready to use the mute function if needed It is actually a good idea to mute your microphone if you are not contributing.
Don’t be put off by a quiet spot or a little ‘dead-air’ - with face to face meetings we tend to know what is happening in those quiet moments, be tolerant of some quiet spots.
Don’t talk over the top of people – wait for a gap, support the leader in allowing a protocol to emerge about getting into the discussion.
Have your say, even if your comment is similar to another comment – be deliberate about participating & adding value to the call.
Be ready to take a specialised conversation off-line, if the whole teleconference will benefit from that.
In closing sign off - close with a goodbye and ‘thank-you’.
GET INVOLVED
Be deliberate about your personality and presence – remember 70% of how people communicate and get a message across is actually non-verbal, so allow some of your personality to animate the conversation.
Remember to ‘assume positive intent’ when on the call, teleconferences can lack a lot of the social cues that we rely upon and keep us buoyant about the interaction, so remind yourself to default to the other party being positive; don’t get defensive
Look for opportunities to build people’s self-esteem and bring others into the conversation, the meeting will be so much better for it; e.g. ‘Sharon, you have a lot of expertise in this area, I think we would really benefit from your insights here …’
CREATE AN ENVIRONMENT WHERE EVERYONE CAN CONTRIBUTE
Keep in mind some people are more reserved and quieter in meetings, so as a participant make sure you allow the opening for more reserved people to contribute
Consider offering to take an active role in the meeting to lift engagement and contribution; for example, offer to be a note-taker or co-chair.
FURTHER SUPPORT IS AVAILABLE
Incorporate Psychology (ICP) is continuing to work with organisations throughout this unprecedented period. We are available for phone and Skype consultations with leaders, executive teams and broader organisations. Should you, or your leaders, require support, guidance, further tips and training, please contact us at info@incorporatepsychology.com.au or contact Matt Dale directly on 0411 113 617 or 07 3852 2441.
