In today’s world, more meetings take
place in the form of audio, video or web conferencing. This is because
teleconferencing is the most economical way of communicating with others
who may be in different locations.
Having audio conferences means people
need to follow certain rules of etiquette in order to make them a more
effective participant in commercial meetings. Different conference platforms
mean that there are different rules of etiquette that apply to each.
Telephone Conference
or Audio Conference
During an audio conference, the following
rules of etiquette must be observed:
Introductions are crucial.
Because the teleconference in over the telephone, all that is heard
are sounds and participants have no way of determining who may be speaking.
Before the conference proper starts, a round of introductions need to
be made so that everyone knows who is present. An introduction also
needs to be made when a person speaks or makes a comment so that everyone
who is listening can identify the speaker.
Reduce background noise.
When speaking over the telephone, even the slightest sounds can become
a disturbance for someone who is listening. Try to keep distractions
to a minimum. Avoid rustling paper, keep mobile phones off or on silent
mode (not vibrate), close windows to limit outside noise.
Be polite. When someone
is speaking, do not interrupt. When it is your turn to speak, do not
hog the limelight. When asking a question, introduce yourself and ask
politely.
Time management is key.
Avoid going off the topic as this can waste valuable time. Keep an eye
on your watch or the clock and try to stick to the agenda. Remember
that there may be participants in different time zones.
Video Conferencing
Because participants of video conferences
can also see each other, the following are rules of etiquette for video
conferences:
Be properly dressed. You
need to wear proper business attire as you can be seen by all other
participants.
Avoid eating and drinking.
Eating or drinking may not be appropriate when all the other participants
can see what you are actually doing.
Do not distract others.
Avoid twiddling your thumbs or making paper airplanes. No matter how
bored you may be with the teleconference, do keep in mind that it is
a meeting and everyone can see what you are doing. Avoid nodding off
and make sure you try your best to stifle a yawn.
Be polite. Do not be rude
and interrupt a speaker. Listen and make your comments when they are
called for. Ask questions politely and answer any questions the same
way. Teleconferencing is much like having a meeting in person, you need
to be polite.
These are all very basic rules of etiquette
but following them will help make your teleconferencing efforts a success.
