Tuning Up Your Virtual Conferencing Skills
Welcome to summer. With gasoline and travel prices shooting
through the roof, the summer of '08 may be remembered as the
season business travel got nixed and virtual conferencing became
the norm. The corporate office has now been relocated to your
home office and the business suit has been replaced by the new
business casual – sweat suits or comfy clothing.
We've come a long way with communication devices. Virtual
meetings, whether by teleconferencing, webcasting or
videoconferencing, now outnumber face-to-face meetings. They
save time and money while enhancing productivity and
communication on ongoing projects. More than three-quarters of
business travelers say they feel more productive when using
conference services. It's a good thing, too, as economic
uncertainty and spiralling travel costs mean that we'll all be
doing a lot more meetings in spirit and fewer in body in
the future.
But, as is the case with using cellphones and Blackberries in
public, many people just don't get the ground rules for
conferencing. Like the person whose cellphone blares "In Da Club"
by Rapper 50 Cent when ringing or a colleague who forgot to
"mute" their phone while their spouse was yelling during their
President's quarterly update, the results can often
be embarrassing.
From my years in video and teleconferencing, both as a moderator
and participant, I have found that some things work better than
others when it comes to bridging the electronic divide between
participants. The rule of thumb is to use common sense and
courtesy. Here then, are Roz's best practices for tuning up
your virtual presentations and showcasing the best of who you are:
TELECONFERENCING
You are your own messenger
When I was in high school, I used to listen religiously to CJAD
radio in Montreal; inspired by the fact that I had an enormous
crush on the prime time morning radio announcer. Never having
visually seen this broadcaster, I became captivated by the sound
of his voice – soothing and compassionate yet strong and
authoritative. Had I ever had the opportunity to meet the
announcer in person, my crush might have evaporated. It was
never put to the test and I remained a loyal listener until I
moved away. What stood out most for me was that everytime I
tuned in, I felt like I was the one and only listener. I always
felt important.
Vocal power wins over body language. Remember that there are
limitations to audio and video teleconferencing, such as lack of
presence and involvement. Become your best PR person and be heard.
- Approximately 92% of a first impression rests on your voice
when you are unable to see the person. Projection is critical
for demonstrating authority, confidence and approachability.
- Always stand when you speak so that your voice will be clearer
and louder.
- Use hand gestures for voice projection and smile for
approachability. The sound of your voice will become more
welcoming.
- Your opening should always include a "thank you" for attending
and appreciation for those who helped in the planning stages.
Treat It As A Meeting
It is, in case you haven't noticed. It's not a gabfest, so have
an agenda. Circulate it. Set a starting time and stick to it.
Never extend beyond the agreed upon time, no matter how
participative the audience. Build a reputation for honoring
people's time and facilitating a results-oriented program.
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