The_Essential_Manager_s_Handbook

308 / COMMUNICATING EXTERNALLY

Preparing for a teleconference

Running a successful and productive

teleconference depends largely on the

time you spend planning and preparing for

it. If possible, find out as much as you can

about the facility you have chosen before

the day of the teleconference. If you’re in

charge, it is up to you to make sure that

the setting has everything you need. Try

to meet with the support technician, if

there is one, and learn what your physical

responsibilities will involve.

Recent improvements in technology have made video conferencing an

essential tool for many businesses. Whether you are using a dedicated

teleconferencing system or a computer package such as Skype, it is vital

to plan carefully to avoid technical hitches and make the experience

rewarding and successful for those involved.

Running a teleconference

Plan your

teleconference

Identify the purpose of the

teleconference: explain to

people what they will be

doing and why.

Visit the facility in advance

and try to identify any

aspects of the location

or equipment that affect

how you need to plan

the teleconference.

Plan the agenda; don’t

just try to “wing it” as

you go along. Place easily

accomplished items first

on the list.

Identify a chairperson

who will be responsible

for starting, stopping, and

running the teleconference.

US_308-309_Running_a_teleconference.indd 308 30/05/16 3:05 pm