   |
 |
Just like in ordinary meetings, the
effectiveness of conferencing at a distance is largely
determined by a proper preparation and the way the chairperson
acts. Below, you will find some general guidelines for
preparing your meeting at a distance. The guidelines
depend on the type of conferencing service you intend
to use.
|
|
|
|
|
| Audioconferencing
Before the conference
|
| * |
Send the conference details to all the
participants in time, including phone numbers and conference
entry codes. |
| * |
Make a clear agenda for the conference and distribute
this together with all the essential input. |
| * |
Don't forget to brief the operator in case there
are any changes. |
| * |
Ask the participants to be on time. |
| * |
For dial-out conferences, make sure your participants
can be reached at the given telephone number. |
|
| During the conference |
| * |
You will find a hands free telephone
most comfortable to work with. |
| * |
Introduce all the participants right at the beginning
of the conference, especially if you don't meet very
often. |
| * |
Ask attendees who do not actively participate in
the conference to set their phone to listen-only mode. |
| * |
Name the participant before asking him or her a
question. |
| * |
Allow participants to finish speaking and avoid interrupting. |
| * |
Include a round of questions (or an Q&A for
large groups) after each topic, offering each participant
the opportunity to speak. |
|
| At the end of
the conference |
| * |
Summarise the action points. |
| * |
Decide on your next conference date while everybody
is still present. |
| * |
If you wish to continue the conference in small groups
, ask the operator. |
| * |
Make sure that all participants have disconnected.
The chairperson can disconnect all lines at once by
pressing a code on the telephone. |
|
|
|
|
|
Webconferencing
Before the conference
|
| * |
Send the conference details to all the
participants in time. Specifically point out the fact
that they need a separate phone and Internet line. |
| * |
Ask first time attendees to run a browser test prior
to the meeting. |
| * |
Uploading a presentation takes time. As a presenter
you can best upload the presentation prior to the conference. |
| * |
Ask participants to login five minutes prior to the
conference starting time to be sure that your conference
starts on time. |
|
| During the conference |
| * |
You will conference most comfortably
when using a handsfree phone. |
| * |
If you do not conference often, introduce all participants
right at the beginning of the meeting. |
| * |
Ask attendees that do not actively participate in
the conference to mute their phone. |
| * |
Always mention the name of a participant when asking
a question. |
| * |
Allow participants to finish speaking and avoid interrupting. |
| * |
With each topic ask each person to comment. You
can use the polling option to summarise opinions! |
|
| At the end of
the conference |
| * |
Summarise action points. |
| * |
Decide on your next conference while everybody is
still present. |
| * |
Ask participants to close the Webconference window
and disconnect their phone. |
|
|
|
|
Videoconferencing
Before the conference
|
| * |
If there were any changes in hardware
or software, ask the Multi-Meeting® operator to
test the connections prior to the meeting. |
| * |
Make a clear agenda, if possible including a time
line. |
| * |
Make sure that the videoconferencing equipment is
switched on prior to the conference and that all participants
arrive on time. Late participants can always join by
phone. |
|
| During the conference |
| * |
Introduce the participants at all locations. |
| * |
Use the 'mute' button if you want to discuss in private
or if you are just listening. The settings may be such
that the video image will respond to your background
noise. |
| * |
Act natural, don't talk loud. This is tiring and
unnecessary. |
| * |
Avoid interruptions when another person is speaking.
The chairperson should emphasise his role by assigning
time to speak, asking everybody in person for comments
and summarising discussions and action points. |
|
| At the end of
the conference |
| * |
Decide on your next conference date while
everybody is still present. |
| * |
Disconnect, or ask the operator to disconnect. |
|
|
|
|
| Event
Call
Before the conference
|
| * |
This service is customised to your needs,
so make use of it. We will prepare with using a comprehensive
checklist. |
| * |
Practise all aspects of your presentation. Make sure
that your presentation is ready at least 24 hours before
the conference starts. |
| * |
Invite participants on time and ask them to register
so that sufficient capacity may be reserved. |
| * |
Make sure you arrive with plenty of time to spare
before the conference. Be aware that you cannot be
missed and a large audience may be kept waiting. |
|
| During the conference |
| * |
Don't try to do too much at the same
time; ask someone to assist on location so that you
may concentrate on your presentation. |
| * |
Add a round of Q&A at appropriate moments. |
|
| At the end of
the conference |
| * |
Compare the participant list with the
invitation list. Invite the people who did not attend
to listen to the replay. |
|
| |
| |
