Tosspon UNO IPD GCS – Meeting 6 Agenda Teleconferencing Facilitating Meetings

Telephone Rules Announce yourself Announce yourself every time you speak thereafter Speak clearly and enunciate (slowly!) Ask questions Ask for feedback on your volume and to check for understanding Stay on Agenda Use the mute button when appropriate Do not put the call on hold Use a handset unless speakerphone is necessary Remain on the line until call ends

Learn the features of your phone Mute button? Speaker button? Mic location? Speaker location Proper volume from phone when speaking

Leading a teleconference Small Talk Open Meeting Establish an agenda Provide notification Outline the ground rules Start and end on time –Check in at half time Announce opening of the meeting –Introductions –Purpose –Designated roles Keep on track Do not move to next agenda item before decision is made. End with a roll call Send notes to participants w/in a week

Participant Responsibilities 1. Give your name when you begin speaking 2. Use the mute button when not speaking to cut down on static. 3. Keep comments and questions short and to the point. Questions not related to the group should be asked after the main call is over. 4. The basic communication skills of listening, speaking up, summarizing and probing are essential for effective conference calls. Please review these skills before the call:  Listen until you understand. Do not pretend to understand – ask questions to clarify.  Speak up. Do not assume that others will understand you.  Summarize what was discussed and confirm their understanding as well as your own.  Probe if you are not sure of what was said.

Meetings Facilitator You MUST run the meeting. If you allow others to control the meeting, you will seem weak and lose face. It is not “polite” to allow someone else to be overbearing during your meeting. 1. Manage Time at the Meeting Set expectations 2. Listen to concerns, questions and responses. 3. Take notes. 4. Handle difficult situations

Difficult Situations to Manage IssueLanguage to Handle It “War Stories” – someone talking about irrelevant, off-topic, or disruptive subjects Well, Kayo, your experiences are unique and sound very interesting. Maybe you could tell us the rest over break? Hostility or Emotional Outbreaks Let’s take a few minute break. An Issue Reaches an Impasse I see little progress on this issue. Could we continue the discussion after we all have a chance to do more research?

Tap Out Role Play Move two tables so that the chairs face away from each other. Using scenario, lead a meeting. Each of you will be given “challenges” to overcome/address during the role play. Each Participant will become leader at some point – Tosspon will “tap” them to switch. Participants will take notes. Each participant must ask 1 question per “call”

Debrief How was teleconferencing different from leading a regular meeting? What meeting leading skills/language did you learn? Homework: Research Project Due 4/1