Effective Teleconferencing - Part 2 of 2
July 16th, 2007This week, we conclude our conversation on effective teleconferencing.
Both this week and last week, we make reference to our Effective Meetings podcast. If you haven’t listened to that show, we recommend highly that you do. All the recommendations we make there apply to teleconferences as well … I mean, you did get our point that teleconferences are meetings and not briefings, yes?
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July 17th, 2007 at 1:57 pm
I have a question about the “no groups” recommendation. We have parts of our team in two different locations and regularly have meetings with people from both places. We have these with each group in a conference room with a speaker phone (and we are working on having video as well but haven’t done that yet). Some people may also be attending from outside these rooms (time zone challenges mean that some people will be at home during the call).
Having people together is not at all so that the group can have side conversations, it is an attempt to make this a meeting that happens to have some participants on the phone, with the benefits of face to face communication where possible. I realize we are breaking both the groups and speakerphone rules. Do you have any recommendations for making this most effective? Is it really going to be better if we don’t get together?
Thanks!
Jane
July 17th, 2007 at 4:36 pm
Mark and Mike,
Great one ! The spirit and passion are here again.
Many thanks,
Cédric.
July 17th, 2007 at 7:00 pm
Jane-
You’re certainly not wrong to do what you’re doing, and we don’t want to ban that behavior by any means (not that we “could” really “ban” it, but you know what I mean: sometimes we have strong opinions!).
Video will absolutely change this for the better, if each group can see the other. THAT is a GREAT solution.
If you’re not having problems with sidebars, or you’re not having problems when two people in one location are talking openly to one another and because they turn to face each other the other group can’t hear them or struggles with context, then I think you’re fine. To SOME degree, what we were addressing is a very bad habit where folks congregate specifically FOR the opportunity to have sidebars…and with some speakerphones, it can ruin the call.
If your folks are behaving well, and you’re achieving good results, stay there!
Thanks - great point.
Mark
July 17th, 2007 at 9:49 pm
Dear Mark/Mike,
I’ve noticed as I’ve been trying to catch up on older podcast in the archives that some of them don’t play, but keep “buffering” e.g. How to manager you boss and others. Were these streams removed or is there some other technical problem specific to those podcasts that need to be addressed? Either way if you could fix those so I could listen that would be awesome. I came into the podcast six months ago and I have been trying to go back and start from the begining and catch up so when you come out with a graduating certificate I can take the test and pass my “”
Brgds,
Kyle
July 18th, 2007 at 1:53 am
Kyle-
Sorry youre having trouble. I can’t seem tp reproduce the issue…worked okay for me and we haven’t moved those casts.
Mark
July 18th, 2007 at 2:17 am
Kyle,
I’ve tried as well and can’t reproduce the issue either … can you give me the dates of a couple of specific shows you’ve tried?
thanks,
Mike
July 18th, 2007 at 7:02 am
Gentlemen, great show. Once again a stellar performance. I would really love to send you guys an MP3 of one of the teleconferences I sit in on at my present employer. I work in a distribution center (DC) in PA. Our HQ is in GA and there are four other DC nationally. Because of this each DC meets in there managers’ office for the call (all on speakerphone). Normally the calls begin 5 - 10 minutes after the start time and there is always role call for 5 - 10 minutes. We then get to listen to the personal conversations taking place at the HQ as the VP of logistics readies himself. Once this has all been accomplished the VP will begin the actual meeting. I have worked here for two years now and without a doubt all the items above occur like clock work. I was amazed at first and have had many conversations with my manager regarding the subject in hopes of somehow filtering through the chain of command the poor job that is being done. It still baffles me to this day that some people at many levels haven’t a clue on how to do things the proper way. I have passed many of these casts on to my peers and manager and hope to one day sabotage the corporation with your advanced knowledge and methods to better our lives and allow us to elevate our management competency thoughout. Just thought I’d share, keep up the excellent work and thank you for everything you do; for us listeners and those who are affected by what we do because of the knowledge we obtain from you.
Todd
July 18th, 2007 at 2:11 pm
Mark, if I can add, here is a technology item that you will like. Headsets that covers BOTH ears!!
I have used a headset for years on calls (well until I got promoted to a digital phone that is incompatible). Last year, I got a new cell phone that was also an MP3 player. Therefore, it only supported stereo headsets. I had a couple of conference calls on that phone using the stereo headset (the call is mono) and I was amazed. You use BOTH ears in a meeting, but why do we use only one on a call. It may not seem that much, but believe me, you focus on the call a lot more. It is like the difference of reading you email with just one eye.
-Edwin
July 18th, 2007 at 9:26 pm
We’ve got a similar situation to Jane in our company. A lot of people are working “alternative schedules” which many times means working from home. We also have team members spread across multiple time-zones. These members call in to team meetings, but the main group is always meeting face-to-face in a conference room. I’ve been the one on the phone and it can be tough to hear and always hard to interject comments.
Any suggestions on how to make these situations work better?
Thanks,
Scott
July 19th, 2007 at 2:32 pm
Edwin, my cell phone has the same arrangement, and my office headset has just one. I use both headsets, and you are right: the two ear version “immerses” you in the call.
John
July 19th, 2007 at 7:07 pm
smomarien: I am considering a Snowball USB microphone and Skype/Google talk as an option for our team meetings when one person is on the road and desires to participate. Our initial tests indicate it picked up voices with little noise.
-Tom
July 21st, 2007 at 6:19 pm
I hear many references to the “management trinity”, but searching your site, I cannot find the podcast that defines it. Can you tell us again where that is? Thanks.
July 21st, 2007 at 6:47 pm
hlarledge: The Manager Tools “Management Trinity”:
One on Ones
Feedback
Coaching
There are podcasts on each of these topics.
Hope that helps
Mark
July 22nd, 2007 at 12:57 am
What he said.
Hey, for those who are listening: Premium content in 10 days.
:-)))))
Mark
July 22nd, 2007 at 4:57 am
Wow, that’s either a big grin or a double chin.
July 22nd, 2007 at 2:50 pm
I’m listening
G.
July 23rd, 2007 at 1:38 pm
Mark and Mike,
I loved these podcasts and wish I could move more of my company’s teams to following your rules, especially no speakerphones!
If I could share two additional items I’ve found useful in my teleconference meeting that I think fit in with your good practices.
1. Don’t participate in a teleconference while commuting, especially if you’re driving. Having been guilty of this “sin” in the past, I found that it can be dangerous to try to focus on the meeting and the road at the same time. Additionally, one doesn’t have the ability to take notes while driving and the background noise is annoying to the other participants on the call.
2. Send out briefing materials in advance. Too often, I participated in meetings where timelines or other technical topics were discussed and those in the meeting room had the benefit of overhead slides or handouts while those calling in did not. To me, this fit in with providing an agenda in advance. If there are going to be handouts to be reviewed and discussed, everyone can be better prepared to do so and therefore actively participate in the meeting if they are sent out in advance.
Again, I love the shows and appreciate being able to join your conversation!
Thanks,
Nathan
July 23rd, 2007 at 9:49 pm
Nathan-
Thanks for the kind words, and glad you liked the show. And good suggestions!
Mark
August 2nd, 2007 at 2:16 pm
Once again, a very helpful one. There are some points, though, on which I really would have liked to have your suggestion. Is there a way to transfer techniques like “catching the medicine ball” to a conference call (medicine balls hurt badly if they hit your hear)? How do you facilitate more active team participation and creative thinking in a call when you’re the moderator? Maybe there’s room for a part 3 to this topic.
August 11th, 2007 at 12:14 am
Arsenjew-
I think the concept of the medicine ball translates just fine…we just need to translate physicality into verbalizations.
And those suggestions ARE in a future cast about phone conversations!
Mark