Teleconference Meeting - Tips

Teleconference Meeting Tips -
Kimberly Shark, Robert Half Finance & Accounting

The use of teleconferences is increasing as companies tighten travel budgets. When moderated effectively, teleconferences enable geographically dispersed professionals to quickly touch base to share information and make important decisions. But poorly planned and unstructured conference calls waste valuable time. Following are tips on managing these meetings:

Plan ahead. After deciding which individuals truly need to be in on the call, send participants an e-mail noting the date and time of the meeting. (Be sure to include the time zone.) It’s also wise to mention the topics to be covered, the desired outcome and the expected duration of the meeting. If you’re using a dial-in option, remember to provide number and the access code.

Play the name game. At the outset of the teleconference, conduct a roll call by asking participants to introduce themselves. To minimize confusion later on, remind people to identify themselves each time they comment.
Focus, focus, focus. It’s the moderator’s job to keep participants on track. Tactfully redirect the discussion if tangential banter, crosstalk or a long-winded accounting colleague is overtaking the meeting.

Offer verbal cues. Unless you’re using videoconferencing equipment, people can’t see your expressions and body language. While nodding and smiling are effective in face-to-face meetings, teleconferences require you to make your voice heard. A simple, “Yes, I understand” or “I see your point” can go a long way toward aiding the flow of the conversation.

Beware of background noise. Whether you’re facilitating the conference call or not, display good etiquette by resisting the urge to multitask. In short, don’t peck on your keyboard, shuffle papers or eat a snack during the meeting. While teleconferencing technology has made advances in allowing participants to better hear and be heard, these seemingly innocent activities are magnified by teleconferencing equipment.

Watch the clock. Respect people’s time by adhering to your original schedule. If it’s approaching the ending time and there’s still ground to cover, set aside the last few minutes to schedule a follow-up meeting.

Submitted by Robert Half Finance & Accounting. Founded in 1948, Robert Half Finance & Accounting, a division of Robert Half International Inc., is the world's first and largest specialized financial recruiting service. Robert Half Finance & Accounting is headquartered in Menlo Park, CA, and has more than 360 staffing locations in North America, South America, Europe and the Asia-Pacific region.