Successful audio conference is dependent on several factors. Some will be your control, such as call quality and software capabilities. Certain factors such as etiquette and protocol will depend on users and their efforts to ensure a smooth and effective conference.
Good preparation is often the key and call the President shall be responsible for this. They should ensure that a preparation checklist includes testing facility, test the connection and inform participants of the activity data such as time, date and how the call will be run.
The call the President should test the audio conference center before the actual activity is kept so that the voice reception is clearly audible. This is very important because in most cases the communication will be done with the spoken language. If there are any delays or interruptions in the audio, this will give other users confused and frustrated.
Assuming that the conversation the President has taken the necessary measures and tested the equipment and then it’s up to them to call to ensure that it is successful. It is quite common for new participants to interject in the conversation and talk while others are talking. It can be very distracting for the person speaking and also may irritate others.
It is good to listen carefully for the conference protocol, which is usually announced at the beginning of the conversation. If there is no announcement, it is often wise to speak when spoken to, or wait your turn. Usually there will be a feature built into the conversation so that you can raise your hand (almost) that will inform the Chair to speak. This then gives you a chance to increase your points, without disturbing others.
Quite often on busy calls, stray noises from users may cause unnecessary distraction and can aggravate those who speak. This could be noises that keyboard tapping, Peep cell phones ringing and background. The person who makes noise is usually completely unaware they are doing it, but for others it is very audible. This can be very easily sorted by watching muting system call. It is normally done via phone, but some systems are different from others, so check.
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