Dial in, Log on: Your Conference has Begun

Published Wednesday, August 04, 2010 1:32 PM

When the corner office is across the globe, personnel increasingly need to work across wide geographies and multiple teams. In a past post Teams and Time Zones: Tips for a Global Workforce we offer ideas for managing the logistics of working in different offices and time zones. Useful options for bridging the time zone divide include web and teleconferencing: both can help shrink the divide, facilitating both informal meetings among a handful of colleagues and gatherings for audiences into the thousands.

Best Practices

To make web and teleconferences run smoothly, keep in mind a few simple points. Try to schedule conferences at a time that's convenient for all participants. If that's not possible, rotate the times so that all parties have a turn at the less desirable (i.e. late/early) time slots.

Be sure to introduce yourself when speaking at least the first few times; don't assume participants will automatically recognize your voice. As with any meeting, limit side conversations. Make use of that mute button if you must colloquy separately from the meeting.

Practice politeness: limit typing and cell phone use during calls, you want to give your audience your full attention. Add a personal touch; if using a web cam, make routine eye contact just as you would a face-to-face meeting. If a webcam isn't available, consider uploading a .jpeg photo.

For more useful tips on web conferencing, check out these resources:

For more useful tips on teleconferencing, check out these resources:

Do you make use of web or teleconferencing? What tips do you have to make web and teleconferencing productive? Share your thoughts here and on the Beyond Folders Community's Facebook and Twitter pages.

by Bradley Eggers


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Beyond FoldersTM is written by a team of Pendaflex associates passionate about time management, communications, productivity and workplace organization.  Believing in  "continuous improvement" on both a personal and professional level, they share their unique perspectives on subjects of common interest to our readers.

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