Easy TC

Teleconference Telepresentation

When to use them

Circling a project

Integrating teams

Process alignment

Information cascade

Setting one up

• Include– set expectation to attend– Electronic invite– Tech used/set up expected

• TC service • WEBEX etc. (use client standard platform when possible)

– Information in advance – Prompt start time– Agenda

• short and focused • Objectives set • Question time allocated

– Ground rules • One person talking • Mute button• On hold usage

•

Information in advance Always

Chairman

• Need to know– All attendees– The technology inside and out

• How to poll• How to mute every and toggle mute off• How to transfer control to another participant• how to say no

Set the Ground rules

• Log on 15 minutes before the start of the meeting, since some online products require downloads and installation.

• Be aware of background noise.

• State your name when you speak.

• If you catch yourself multitasking, be responsible for your full participation.

• Turn off cell phones and PDAs.

• Stay out of your e-mail

• Who is taking notes

Be realistic

In an hour!?

Get on early

Tech is not on your side

Carry a back up

Webex file, pdf in agenda, pdf by email.

Keep them engaged

• Baseline - everyone's distracted• Specific questions to specific attendees

– Region – Country– Team – Individual

• Use polling features• End every agenda point with a specific opportunity to ask questions

• Buy in = sense of being heard + sense of being understood

No access to non vocal cues

More complex

In-room audience + Remote attendees = Potential chaos

Assign a Remote attendee Moderator

to help communicate the in-room discussions.

Especially if discussion is low volume.

Direct discussion loudly to the microphone and encourage other to do likewise.

Be their eyes

Projection and vocal variety, volumes, enunciation, pause

Monitor your progress

Time Zone

"Large differences in time zones are much more of an obstacle to collaborative development than not being in the same room,”Kevin Mackie, director of software development at Oracle

Dealing with outliers

• Difficult people– Dominate– Distract– denigrate

• Use the agenda as your weapon

• Use the attendees as a steering group

• Package the issue up

• Deal with it– At the end of the call– Separate session

Know when to quit