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  1. Analyze the audience. Sound familiar? Because you have acknowledged the limitations of conference calls and videoconferences, you need to build a very strong presentation. Talk to people at each site in advance to make sure you are giving them the information they need.

  2. Develop a plan. It is even more important in conference sessions to be extremely well organized. Review the section on organizing a presentation. Develop a position-action-benefit statement and key ideas you want to cover.

  3. Send information out in advance. Make sure all participants have a copy of the agenda, as well as copies of any visual aids you may be using. (Hint: if participants have a copy of an effective visual aid, it will help them to retain the information being discussed). Again, Keep It Short and Simple.

  4. Make assignments in advance. If participants know what they will be expected to contribute and prepare in advance, the conference will be much more effective.

  5. Be aware of the limitations. You can work with them. Keep the presentation lively and to the point. Do not get bogged down in endless detail if it can be avoided— provide the raw data, details, etc. in a separate handout packet.

  6. Develop some ground rules in advance. This will help govern question-and-answer techniques, interruptions, and etiquette for the conference.


  1. Familiarize yourself and your group with the equipment in advance. It would be helpful to have a short orientation, even if you have used the equipment before, so that you can familiarize yourself with the controls, how to zoom in, pan, sweep from left to right, where to position the overheads, and so on.

  2. Arrange for someone other than the meeting facilitator to handle the equipment. Operating the camera and other equipment while participating in the meeting is difficult. Some facilities have a person on site who handles the equipment. If you aren’t so lucky, ask for a volunteer!



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