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 The corporate office has now been relocated to your home office and the business suit has been replaced by the new business casual – sweat suits or comfy clothing.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