Even a well-planned teleconference can go poorly. Some people treat any meetingas a casual social activity instead of as a serious business project. And ateleconference brings special challenges because people attend them in the privacyof their office without being able to see or be seen by the other participants.

Use these techniques to hold a more effective meeting by phone.

1) Begin with a quick round of self introductions so that everyone can find out whois present and hear everyone else's voice.

2) Enforce the rule of "one speaker at a time." Multiple conversations ruin ateleconference.

3) Insist that people announce when they join or leave the conference.

4) If people must leave during the meeting, gain closure on any issues that theyparticipated in before they leave. For example, "Pat agreed to prepare a costestimate by next Monday. Is that correct, Pat?" Make adjustments in the agenda (ifappropriate) based on the remaining participants.

5) Keep everyone focused on the issue being discussed. If someone introduces anidea that seems unrelated, say, "That sounds interesting. How does that relate tothe issue?"

6) Record the conference. First, this will help you prepare minutes. And second, itencourages people to make meaningful comments. Of course, you should announcethat you are recording the meeting before you start.

7) State your name each time that you speak. This helps everyone know that you arespeaking.

8) If you are speaking on your desk phone, use the handset instead of thespeakerphone. A speakerphone, while useful, distorts your voice, picks upbackground sounds (like office equipment), and makes a poor impression on thelistener. If you must have both hands free while you talk, obtain a headset. Note: Itis more courteous to speak to people through the handset (instead of thespeakerphone) on any phone call.

9) Speak clearly to make sure that you are understood. Take the extra effort toenunciate carefully and speak slowly. Of course, you want to sound natural.

10) When stating numbers, write them out while you speak because that defines therate at which everyone else is capturing them.

11) Then ask the receiving party to confirm numbers (or other critical data) byrepeating them. Although this may seem awkward, it prevents misunderstandings.Better yet, send written copies of all critical information.

12) When possible, plan your statements by jotting down an outline of your keyideas before speaking. This contributes to a more efficient meeting, helps youappear more thoughtful, and avoids the embarrassment of making a verbal gaff.

13) Use your best, most focused listening skills. Pay addition to content, as well asinflections, voice tone, word selection, emphasis, assumed intentions, and yourintuition.

14) Avoid shuffling papers, moving about, or tapping objects. Everyone else willhear the noise. It's distracting and irritating.

15) Reinforce accomplishments by distributing copies of key ideas and agreementsduring the meeting. You can send these, for example, by e-mail or fax.

16) Stay fully present during the meeting. Avoid working on other tasks, such asreading mail or filing papers. These reduce your ability to participate intelligently inthe meeting.

17) Avoid using the mute button to talk to someone in your office during theaudioconference. First, this shows discourtesy to both parties - the person in youroffice and the people in the teleconference. It also takes your attention away fromthe meeting, causing you to miss important information. And be warned that peoplehave found themselves in serious trouble when the mute button failed.

18) Prepare minutes soon after the meeting. Send a draft to key participants toconfirm that your notes accurately describe the results of the meeting. Minutesshould be released within a day or two after the meeting in order to be useful. Afterthat, they become stale.

Properly conducted, teleconferences contribute to the efficiency of effectivebusiness. Use the above techniques to make sure your meetings do that.

- - - - -

IAF Certified Professional Facilitator and author Steve Kaye helps groups of peoplehold effective meetings. His innovative workshops have informed and inspiredpeople nationwide. His facilitation produces results that people will support. And hisbooks show how to hold effective meetings. Sign up for his free newsletter at http://www.stevekaye.com. Call 714-528-1300 or visit his web site for over 100pages ofvaluable ideas.