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Chapter 3. At the End of the Meeting > Tip 17 Use Special Strategies For Teleco...

Tip 17 Use Special Strategies For Teleconferences

Before the Teleconference

  • Keep the number of participants as small as possible. Communication difficulties grow quickly as the number of participants increases.

  • When scheduling meeting times, take note of time zone differences: consider lunch hours, optimum times of day, rush hours, and so on.

  • To avoid distracting external noise, schedule a soundproof conference room. If possible, use a room that will not have a simultaneous conference taking place next door.

  • Distribute to every location the meeting announcement/agenda and any other materials. Use an easy-to-ready agenda format. Be sure to number agenda items.

  • Confirm that participants have received identical meeting materials. Plan to have a fax machine handy during the meeting to send materials back and forth.

  • If needed, confirm with participants the date and time of the conference call meeting.

  • Set the conference phone so that everyone in your room can reach the mute button.

At the Start of the Teleconference


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