Audio Conferencing Solution

How to be a Good Audio Conferencing Host/Hostess

Warning: This guide has not been approved by Martha Stewart.

In the old days, when I was first starting out as an administrative assistant and was charged with audio conferencing hosting, "audio conferencing solutions" called up horrific visions of sweating executives huddled around a conferencing phone in the middle of a table. 

Every one of those executives was trying not to sneeze, because if they did, eardrums would suffer across the country.  Conversations were static-ridden and unclear and when someone said, "Up the order to 55," it sounded more like "Your underpants are nifty, Clive."  Not exactly conducive to good long-distance business meetings.

Today, instead of board members straining to hear each other on speakerphone, employees everywhere are kicking back with their feet on their desks, talking on headsets and high-fiving each other. Audio conferencing has come a long way, baby.

The only person not high-fiving with the rest of the crowd is you.  You've been chosen as the lucky individual who gets to host this audio meeting.  You've done your prep work, sent out your agendas, and made conferencing reservations, but now you're getting an attack of the nerves.  What exactly is a host (or moderator) supposed to do?  Read on, grasshopper.

Cram Before the Final Exam

Make sure to read over your agenda and make yourself some margin notes a couple of minutes before the actual meeting.  This will refresh your memory and help you focus on what you are trying to accomplish.

Don't Talk like Ben Stein

" Speaking in monotone is a sure way to increase the BF (boredom factor).
" Be sure to enunciate to avoid embarrassing misunderstandings like the "Clive's underwear" thing.

Quiet Please

Make sure to shut your office door to minimize distractions and eliminate weird co-worker outbursts that you don't want the rest of your colleagues to hear.

Stick with the Program

" Follow your agenda to keep on track.
" Try to keep the rest of the group on target.  Keep the meeting goal in mind and avoid detours.
" Be a good Girlscout/Boyscout and prepare yourself in advance for any eventuality that may require troubleshooting.

Rah, Rah, Sis Boom Bah!

You are the group cheerleader. Even if you're discussing weighty topics, be sure to keep it upbeat and interesting right from the start.

Hello, My Name Is…

Like any good flight attendant, you must introduce yourself at the beginning of your phone conference, state your objective, and point out emergency exits at the front and rear of the plane. 

Rules of Audio Conferencing Engagement

Let all participants know that they should follow the rules listed below to get the most out of the meeting.

" Give your name before addressing the group.
" Mute when not speaking to cut down on noise.
" Keep it simple and to the point. 
" Don't dawdle, but don't go too fast so that everyone misses the point.

Pause and Reflect

Don't feel you need to speak incessantly to get your point across.  You'll lend more impact to important topics by giving the listeners a chance to absorb them.

Questions Anyone?

Depending on your meeting, you may to devote some time to letting people get their questions answered.  Some audio conferencing services even have an operator that will do this for you.

Practice Good Politics (Democracy)

If Suzie from Accounting is keeping mum, you might want to ask her opinion.  Randomly picking on people that aren't contributing may sound like something your fifth grade teacher used to do, but it works.  You'll keep people on their toes and maybe get some good input while you're at it.

Every Audio Conferencing Solution Needs Closure

When finally bringing the meeting to an end, hopefully on time and with a sigh of relief, you should do the following:

" Recap directives (remind Bob from Marketing of what he was supposed to do, since we all know he wasn't taking notes).

" Thank everyone for joining you (even though they should be thanking you).
" Indicate that the conference is over (the phrase "good bye and good luck" has worked for others.  Or maybe try "over and out.").

" Get to work on your next audio conference.  Your boss liked this one so much, she wants you to handle them all from now on.  Whoo hoo!

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