Web Conferencing Dos and Dont's
Posted by Kathleen S on Thu, Aug 27, 2009 @ 01:50 PM
Web conferencing has many advantages, but it also has many pitfalls. Just like in-person meetings, there are some rules of etiquette that must be followed and other behaviors to avoid.
What you Should Do
Be sure to prepare your presentation well in advance of the conference time. This allows you to take the time to edit out any errors and ensure all the information necessary is included. Email necessary materials to attendees or post them online where they can be accessed easily before the presentation. Give attendees a day or two to read and absorb the material before the conference.
Being late to a web conference is just as embarrassing and unprofessional as showing up late to a face-to-face meeting. Show the attendees that they matter to you by arriving a few minutes early. You should already be on the line when attendees begin calling in.
Just as you would not want to hold an office meeting in a noisy cafeteria, avoid holding a web conference in your noisy living room. Be sure you have a separate room in your home where background noise is at a minimum.
What Not to Do
Try not to squirm around in your chair during the meeting, especially if it is made of leather. Your agitation and restlessness will be heard by others and may be distracting. Be still and keep a calm demeanor throughout the presentation, setting the tone for everyone else.
You would never go to a meeting chewing gum or eating, so don't do it in a web conference. While a glass of water is fine for keeping your throat moist, do not pop open soda cans or let yourself be heard snapping gum.
Avoid the temptation to make attendees "hold" during a meeting. Be well prepared in advance and there will be no reason to disrupt the conversation. By avoiding the use of hold, you are making the web conference as close to an in-office meeting as possible.
While web conferencing offers great benefits for long distance meetings, it is important to follow the rules of etiquette. By doing so, you take best advantage of this time and money saving technology.
