Thursday, March 5, 2015

Netiquette IQ Blog Of The Day - Teleconferencing and Video Conferencing Etiquette


I have put forth both in my blog and my book about how electronic communication has, fundamentally, many core parts of Netiquette in common. However, there are obvious differences such as dress code! Here is a nice and basic article about some particular things to do or not do.

Sunday, 1 March 2015
Teleconferencing and Video Conferencing Etiquette
This  is the age of  " Going Lean".  

Organizations want to improve productivity without increasing the operating cost.  Of course , technology and innovations make is very much possible to cut cost and at the same time increase the efficiency.  

One of the most common and effective method that most organizations have adopted is to cut down on travel.  As a replacement, Teleconferencing and video conferencing are being embraced .   

To make these virtual meetings more effective, there are certain etiquette which should be followed.

Phone teleconferencing etiquette

This is often referred to as conference calling or audio conferencing, and refers to any conference that takes place via a telephone. The key etiquette rules that apply to phone teleconferences are as follows:
·         A round of introductions is necessary -- Teleconference call participants are never in the same physical location. When you talk over the phone all you hear is audio sounds, so you lose the ability to know exactly who you are talking to. One of the very first things that should take place before a teleconference call begins is to introduce all of the conference call participants. Everyone should have a clear understanding of who is present in the room listening in on the call. 
·         Reduce all possible distractions -- Have you ever talked to someone on a phone call and all you could hear on the other end were papers rattling or some other endless background noise ? It can be very distracting, and can really hinder effective communication. While you can never fully eliminate all possible distractions from the conference call, it is important to make the effort to eliminate as much noise and distraction as possible. 
·         Be considerate -- This is just as important in personal meetings as it in conference calls. Let other's speak. Don't interrupt. Don't monopolize the conversation so that no one else has the opportunity to voice an opinion. These are all basic rules of polite interpersonal communication, but they are certainly important to remember. 
·         Keep an eye on time -- Another important phone teleconferencing rule to follow is time      management.  Don't allow the conference call to get off topic and stick to the agenda. It is a good idea to set a time limit on the conference call when you organize the conference so that everyone can plan accordingly. If you find yourself going over the time limit, be considerate. You may need to postpone the rest of the conference call to a later time to accommodate everyone's schedule.
Video conferencing etiquette

This conferencing term refers to the use of both audio and video images together. Conference participants can not only hear each other, they are also able to view all attendees. The following are the proper etiquette rules for video conferences:
·         Dress appropriately -- Since a video conference not only allows you to view those on the other end of the conference, they can also view you. Wear proper business attire for your respective role. Also, don't where any colors or patters that are too crazy. These may make it very difficult for the viewer to focus. 
·         Do not eat or drink -- While this is not appropriate for any conference, it is especially not appropriate for a video conference where all the participants can see what you are doing. 
·         Use your manners -- General manners for public interaction apply. Introduce yourself, speak clearly, don't interrupt, turn off your cell phone, and make eye contact
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