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11) Then ask
receiving party to confirm numbers (or other critical data) by repeating them. Although this may seem awkward, it prevents misunderstandings. Better yet, send written copies of all critical information.
12) When possible, plan your statements by jotting down an outline of your key ideas before speaking. This contributes to a more efficient meeting, helps you appear more thoughtful, and avoids embarrassment of making a verbal gaff.
13) Use your best, most focused listening skills. Pay addition to content, as well as inflections, voice tone, word selection, emphasis, assumed intentions, and your intuition.
14) Avoid shuffling papers, moving about, or tapping objects. Everyone else will hear noise. It's distracting and irritating.
15) Reinforce accomplishments by distributing copies of key ideas and agreements during meeting. You can send these, for example, by e-mail or fax.
16) Stay fully present during meeting. Avoid working on other tasks, such as reading mail or filing papers. These reduce your ability to participate intelligently in meeting.
17) Avoid using mute button to talk to someone in your office during audioconference. First, this shows discourtesy to both parties - person in your office and people in teleconference. It also takes your attention away from meeting, causing you to miss important information. And be warned that people have found themselves in serious trouble when mute button failed.
18) Prepare minutes soon after meeting. Send a draft to key participants to confirm that your notes accurately describe results of meeting. Minutes should be released within a day or two after meeting in order to be useful. After that, they become stale.
Properly conducted, teleconferences contribute to efficiency of effective business. Use above techniques to make sure your meetings do that.
IAF Certified Professional Facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. And his books show how to hold effective meetings. Sign up for his free newsletter at http://www.stevekaye.com. Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas.
