BULDING THE FUTURE
Chapter IV. Communications Techniques
Tips on Conference Calls
No matter where you are, you can still be at the meeting. Use teleconferencing for executive meetings, special event planning or training sessions. Meet by phone and keep travel costs at a minimum.
Two Options for Set Up
Operator Handled: Trained operators will call and connect all the participants on the call. If you get disconnected, hang up and the conference chairperson will notify the Operator and arrange to have you reconnected.
Customer Handled: Participants dial-in to a reserved number at a pre-arranged time; or, by using a touch-tone phone, the chairperson of the meeting can call participants and connect them.
Meeting Planner
- Reserve time for conference call with participants and operator
- Provide operator with the number you are billing the call to
- Provide operator with names and phone numbers of participants if operator is handling the call
- Prepare and distribute an agenda for the meeting
- Arrange minutes to be taken
- Be available a few minutes prior to the meeting
Participant's Checklist
- Confirm attendance and number you can be reached at
- Review agenda
- Prepare your own information
Tips for Successful Teleconferencing
- Start on time
- Be prepared
- Introduce yourself at the beginning and each time before you speak
- Avoid background noise (tapping, shifting papers, coughing, typing, side discussions)
- Stick to the subject. Be concise
- Assign follow-up where needed
- Conclude on time
- Schedule next meeting
- Distribute minutes of meeting
© 2001 Metis Nation of the South
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