The experience of being in a conference call will settle any doubts you have that a significantly large portion of communication is in fact, non-verbal. Exhibit A: this video…
The situation of bringing in a group of people of various tech savvyness and state of mind in a virtual environment pretty much creates a recipe for disaster…but there are things you can do to make your session successful. There are three parts to a successful conference call: technology, content, and etiquette. The more prepared you are in all areas, the smoother your meeting will be. My main tips are below, but there are plenty more elsewhere online.
Technology: Learn it!
Know how to use your “phone.” This may be your cell phone, an actual conference phone, an H.323 video conference system, or some program on your computer such as Skype or Adobe Connect. Know how to use the basic features/buttons: chat, camera, microphone, and content sharing. And for heavens sake, wear headphones! A headset (with microphone) is best, but even the cheapest headphones will be better than none. The purpose is to keep your microphone from picking up the sounds coming from your speakers so you don’t cause an echo or feedback loop. Always run a test call before the actual meeting, especially if it is a particularly important meeting. As much as you can emulate the actual setup between all participants, the better.
Content: Share it!
If you have content to share, learn how to use the content sharing features on your program before the actual call. Run a test call with a friend or colleague. As a backup, or if your program doesn’t have screen/content sharing capability, email your slides/handouts/links to those who will be in the meeting. Structure your meeting well, including having an agenda about who is going over what, and what they need to be looking at for each portion of the discussion. Reiterate which page of slide you are on as you advance.
Etiquette: Mind it!
Do not eat or drink your your microphone on because every single person will hear it as if their ear is right next to your mouth (that’s where your mic is). If you are holding a video conference, the visual is distracting, so don’t do it at all. Pause to gather feedback from others in the meeting and do not ramble. This is especially crucial for a voice-only call during which you don’t get visual feedback about how people are feeling about your proposal, nor eye contact from anyone who is indicating they have a question or something to clarify. Start talking by outlining what you’re going to say, then stop when you are finished delivering or invite comment, e.g., “There are three options I’d like to suggest. First….and finally…. What are your thoughts on that?”
Backup Plan: Have one!
What happens if for some reason your conference call can’t go forward as planned? Do you have a backup chat room or phone number? How will you communicate with everyone about rescheduling? As the host, you should have your participants’ phone numbers and/or email in case you need to communicate with them outside of the conference call session. It would help if the participants have the host’s phone number or email as well.
At OSU: Use it!
Contact Classroom Services to make arrangements for a conference call, with or without video. To learn more about university supported videoconferencing, read Why Not Just Use Skype?