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 The corporate office has now been relocated to your home office and the business suit has been replaced by the new business casual – sweat suits or comfy clothing.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

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.

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.

• Have the moderator ask each caller to introduce themselves by name, title and location; it's a great relationship builder. And don't let the conversation wander; be polite but firm about meeting your goals and concluding at a certain time.
• If you wish to insure latecomers show up early, ask for their participation and put them first on the agenda.
• To insure involvement by everyone, make others feel like their ideas count. Don't allow one person to dominate the conversation. Have a list of all attendees beside your phone and tick off their names as they speak. You'll then be able to solicit feedback from those who haven't had a chance to speak.

Find the Proper Setting

That means a quiet room with no distractions. There is nothing worse than hearing typing sounds, traffic, barking dogs, or, if some participants are calling in from home, the sounds of a baby crying or the dishwasher running full-tilt in the background. Similarly, conference calls are not the time to chow down on your late lunch or cheese-and-crackers snack. That snap-crackle-pop your colleagues hear may be the sound of your career going to pieces.

Avoid using a cellphone; it will pick up every bit of background noise.

Keep your Blackberry far away from the speaker phone to avoid static.

If you can't find a quiet room, use the mute button until it is your turn to speak.

Ah, the Mute Button

A friend found an odd message left on his voicemail recently. When he listened to the message, he not only received a telemarketer's pitch, but after the message was concluded, he was treated to her assessment of her employer's leadership capability, followed by laughter and a most unflattering description of his character. Oops, caught on tape! Don't be that person. If you don't want everyone to hear everything, make sure you are disconnected or hit the mute button.

Discipline yourself to stop shuffling paper, scraping chairs, tapping pens and filing your nails.

Make sure your TV is on mute even if you are bored.

Keep your distance from pets who want to scare off the mailman

Closing Time

End the meeting by thanking everyone for their time and restating the goals of the meeting and the progress you have made. It is a way of tying up loose ends up that will make people want to teleconference with you again. - Deliver bullet point synopsis of key points. - Email above with future commitments made by participants, deadlines, etc.

VIDEOCONFERENCING AND WEBCASTING

All of The Above

All the best practices of telephone conferencing also apply to videoconferencing and webcasting, with one big difference: THEY CAN SEE YOU! So that means you must get out of your dressing gown and bed-head hairdo, and dress appropriately, at least in casual business attire at home and in more formal business attire if you are at the office. Visual presence will definitely affect your credibility, for better or for worse.

• Dress like you are going to work, even if you have a home office. Psychologically, you are putting yourself in a business mood which will come across as more professional.

Be Considerate

Consideration for others starts with refraining from interrupting – interruptions kill the conversation and make you sound as if you like only your own ideas. Let others finish, and then put your two cents in.

Similarly, don't multitask while the videoconference is underway. Any sound picked up by the speakerphone will override the conversation. More seriously, resist the temptation to react to what you are hearing; if you roll your eyes at a suggestion, you may find your boss glaring at you two time zones away.

• Be sensitive to others.
• Keep the speaker phone in front of you. Talking to the screen will not amplify your point.

Don't Traffic in Graphics

There's a chance not everyone on your call will have a high-speed connection. If you are considering a presentation, keep the size manageable for those who don't, and limit bandwidth-stealing graphics and non-essential material to a minimum; it will keep your meeting on track and on time. No one wants to watch the egg-timer turn over.

• Be economical.
• Often "less" is more impactful.

Dressing With That?

Similar to making an appearance on television, you will want to avoid plaids, large prints, herringbones and wide stripes because they will dance all over the monitor and distract your colleagues. Because of monitor contrast levels, all-white attire will turn you into a snowstorm, and all black will make your head float in space. Mix it up.

• Dress like you are going for an interview.
• Appropriate grooming counts.

Speaking of Which… Speak slowly, clearly and loudly. Make eye contact with the camera and with the other participants. If you are reading, put the material on your computer easel behind the monitor at eye level, so you can appear as if you are making direct eye contact with your audience. Lean forward slightly to show others you are giving them your full attention, and don't lean back or it will look like you are growing a double chin in real time.

• Not everyone may know you or the expertise that you have.
• Look sincere and excited!

And Finally!

Be aware of your choice of seating if you are on webcam in your home office. Never, never, never sit in a leather or leather chair during conferencing. It may be the most comfortable chair in the world, but every time you move around it will make a noise at a frequency that will remind your colleagues of someone's digestive system working overtime. Be well, stay connected and enjoy your summer.