The_Essential_Manager_s_Handbook

RUNNING A TELECONFERENCE / 311

Switch off any potential

distractions, such as the

telephone, and set your

Skype status to “Do not

disturb” so that you won’t

get interrupted by other

incoming calls.

Take some time to get

to know the program’s

controls, so that you can—

for example—mute the

microphone if necessary.

Look into the camera, not at

your picture on the screen.

Check what the other person

can see before you call.

Use the fastest internet

connection you have available.

Close other programs on

your computer—especially

if they make a noise (email

clients, for example).

Sounding good

Once you’re in the room, avoid idle talk

or unguarded comments—assume that

someone may be watching and listening.

Speak a bit more slowly than usual, to

ensure that everyone understands you,

and use gestures and facial expressions

to emphasize your words. Don’t read

a speech or a prepared statement, but

keep summarizing key issues as you

move along. Refer to the agenda and

remind people of elapsed time as you

move from point to point.

At the end of the teleconference,

summarize the issues discussed and

agreed to. After the event, prepare

and distribute minutes within a few days.

Succeeding with Skype
Larger companies often have dedicated
video-conferencing systems housed in
rooms that are optimized for the purpose
—and a technician to maintain the facility.
However, if you work for a smaller
firm or from home, you will probably
use a computer-based conferencing
system such as Skype and so must take
responsibility for all aspects of a call.
The more you use Skype, the easier and
more natural it becomes, but be aware of
a few simple tips that’ll make your calls
more professional and productive.

Use gestures and expressions

to emphasize your words

US_310-311_Running_a_teleconference.indd 311 30/05/16 3:05 pm