VIRTUAL MEETINGS 1 (TELECONFERENCE)
You can use three different methods or equipment, when managing virtual teams or when conducting regular or non-periodic company external meetings:
3. Video Talk / one-to-one or group conversation
Although there are some common points in applying these three methods, it is useful to examine them separately, since the roles and participation types in each are different.
These calls are made over the phone; one or more people can join the call. There may even be one or more people in different locations on the same phone call. There are indispensable steps to take before starting these meetings. First of all, it is necessary to inform the participants that the teleconference will be held, the time of the day (i.e TSI 15.00 or CET 13.00 or GMT +2) to be understood by everyone. It is important that all participants agree or confirm that the meeting time and presence. Otherwise, if a person is not heard at the meeting, excuses such as “I did not know or she did not say that hour . I did not understand that way” can be heard. These conversations can interfere with the start or the course of the meeting. Better yet, if you are the organizer, ensure everyone’s confirmation; If you are a participant, confirm your participation. The second important thing you need to do as an organizer is to enter the meeting five or ten minutes before the specified meeting time and check the device. Be sure to check the device that will be used in the meeting from your own room or meeting room, if there is a malfunction in the past, ensure a spare device in case of any malfunction. Searching for devices or support will cost your time and other attendees after the meeting begins. A reasonable time before the teleconference begins; the organizer must have sent the agenda to each participant. In addition, if a text, presentation or document will be discussed during the interview, it is the primary duty of both the participant and the organizer to have the most recent version of this document. Otherwise, “I do not have such a warning on page 16” etc. you hear rhetoric, which both lengthens the deal and loses time. The person or moderator who opens the meeting quickly goes over the agenda and enters the topic directly. You have only voice on the phone, no face and hand gestures to support your words. Therefore, pay attention to your words and explain what you want to tell. It is necessary to use short sentences in phone calls. Speak using subject verbs, without making conjunctional and long complementary sentences without extending the subject. If there are people who talk about the past with long sentences, you can remind them as a manager. Since you do not know who is listening to you who is at that moment, occasionally address your participants by name and say, “Isn’t it, Ahmet Bey, as Ayşe will confirm” It will be distracting if a person speaks for more than a minute or two. Therefore, short questions, clear and specific answers are the most important rule to be followed for each participant. Do not do anything else during the teleconference. No matter who is calling your mobile phone, it will not opened. It is best to turn off the mobile phone or even keep it far from you. Remember, if you are talking to some person, you are listening toher that moment, they are the most important person or people for you at that moment. Again, every participant should be aware that there is no other sound source (working machine, environmental noise) in the room where he / she is located before the meeting begins. Another factor that will cause teleconferences to split is that someone enters your location. (your assistant, someone who comes for signature, tea maker, your spouse, your child if you are at home) It will be enough to close the door or hang “do not disturb” sign.
The closing of the teleconferences, as in every meeting, should also be achieved, with an agreement on the next steps and task sharing. As in face-to-face meetings, it is the duty of the organizer to keep a meeting note in teleconference and to send these notes to the participants after the meeting.
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