In this day and age, audio conferencing is the need of the day. Business houses are using it to communicate with its people in other parts of the world. If you are attending your first conference you may have a false idea of the real process. It is just a virtual meeting. There is nothing informal about this call. Treat it like a business meeting.
A personal conference from the comfort of your home may grant you some leeway in your appearance and dress, but that is all.
What is the key to a successful conferencing? Read on to find out. You have to understand the differences and similarities that it has with a normal conference or meeting.
Ensure that you have done your homework and are ready for the conference. There is no excuse for unpreparedness. You need to have reviewed all of the related materials and have an established understanding of the issues before you go into the meeting. One of the best ways to ruin a teleconference is to have an uninformed audience barely comprehending the speakers. There are some other processes that you will have to take care of at this point.
You should have your dial-in code in an accessible location to avoid the last minute panic to find your number. Your teleconference equipment should also be checked to ensure that everything is how you want it. The microphone should be set at an audible volume that isn't too loud and any loud noisemakers around your desk or on your person should be turned off or put away.
The ideal audio conference is one that has been carefully planned. Your attendees do not have indefinite time to spare, remember. You should take a few minutes and understand just how the meeting is going to break down so that you can adopt your questions and speeches to meet the agenda.
A conference itself mainly just requires basic etiquette that you would show at any other meeting. Make sure you take it seriously. Don't think that you can multi task or do what you want during the boring parts. You should be attending to the call itself.
Background noise is often very clear during a audio conferences and eating a bag of potato chips during your boss's speech is probably not a good idea. Remember to speak clearly since your audience will rely solely on audio cues for information since your facial expression will not be seen by anyone outside of the room. Be involved in the call and prove to the participants that you are valuable to the organization.
There are certain functions that must be carried out by the person hosting the call. The host should log on early to greet members as they sign in and introduce them to each other. Remember to introduce new speakers and clearly give a little background information on anyone involved so that listeners have a good understanding of all the information.
The host is entrusted with the job of making sure that there are no digressions. The focus should be on discussing a given matter in depth.
If you follow all of these basic tips you should find yourself on the path to a good conference. All the best to you as you have a conference call of your own.
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