Teleconferencing Protocol
The business world has adopted teleconferencing as a way to hold meetings and make presentations when distance separates the employees or other business associates. An understanding of teleconferencing protocol by executives and employees helps to ensure a productive meeting for all participants.
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Facilitator Protocol
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Prior to the call, the facilitator distributes the agenda and meeting objectives to all participants. Productivity expert Laura Stack, president of The Productivity Pro, recommends limiting participants to 10. The facilitator starts the meeting on time and acts as the "voice traffic controller," according to Stack, to ensure that every participant has the opportunity to ask questions, offer suggestions and participate fully in the call.
Participant Protocol
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Each participant identifies herself by name when joining the conference call and each time she speaks during the call, making an effort to speak clearly and avoid side conversations with anyone on the call or sharing office space.
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Group Protocol
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All teleconference participants try to avoid distractions, concentrate on the topic of the call and keep all comments relevant to the agenda items. "Use the 'mute' feature of the phone when you're not speaking, so participants can't hear your background music or barking dog," Stack recommends.
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