Teleconferencing is being used in the following ways in recent times:



- Audio conferencing, employing telephones

- Video conferencing, utilizing interactive televisions with sound,

- Computer conferencing, making the most of printed communication via computers and keyboards.

Advantages:

Huge cost saving on group meetings that includes cost of flying, setting up the venue, food, and other related costs.

Meetings are focused and less time is lost.

People and speakers who cant spare time for face-to-face meetings can participate.

Disadvantages:

The most basic predicament with teleconferencing is technical failure. A nightmare for all organizers, teleconferencing also requires basic training or orientation for participants in use of supplies. Teleconferencing is also a hindrance in interpersonal communication required for negotiation and bargaining.

It is also cumbersome to break ice during a teleconference and establish a connection between participants. A thriving teleconference depends on detailed planning of the event.

The following tips can help you have a better teleconferencing experience:

Plan the Agenda

It is surely imperative that you think through your items on the agenda. The agenda itself should be simple, well defined and should spell out the expectations from the participants. Keep in mind the participation and if you expect an input from everyone on every item, then make sure that you have built in sufficient time for the meeting. Also, signal to the participants that they go through the agenda before the teleconference.

Technically Sound

It is pertinent that all participants have prior access to dial in number and pass-codes. You must also convey if you are offering a toll-free number. Check all supplies before the conference and ensure that you have a back plan for technology failure.

Getting there

If you are the facilitator, it makes sense to be the first one online. A team-building activity could help get the meeting to a good start (specifically if the group is diverse and is meeting for the first time!). Be careful to substantiate the protocol and the talking order to avoid confusion and a situation where one person monopolizes the meeting.

Teleconferencing Etiquette

Least disturbance should be the decorum of all teleconferences. As a participant it is your job description to ensure that you dont introduce noise in the form of noisy background, buzzing sounds of low class cordless phones, reception errors of cell phones any other noise like rustling paper or tapping pens. If the calls are long, the organizers must offer breaks at previously decided times.

If the call is an international one, be aware of accents and steer clear of speaking too fast.

Other Hints for Organizers

- Use names to get notice.

- Use more than one user to break monologue and boredom.

- Involve everyone and if required go around in circles asking for input.

- During breaks, pair off people to facilitate interaction.

- Share duties, like taking notes, with participants to encourage interaction.

- Do take ongoing dialogue for which you need to be ready with constructive criticism forms.