As we move to more global environments, teleconferencing, or phone conferencing is becoming a norm.  Here at Franklin University, we have opened new campuses in Poland, Macedonia, and will be opening in other countries in 2010.  While the course delivery will be face-to-face, the collaboration necessary prior to the beginning of courses is essential.  And, while face-to-face collaboration is preferable, it is not always possible so phone conferencing, or teleconferencing, has become the mode of collaboration.

Here is a laundry list of points you might consider before and during your conferences from a distance:

 
Prior to the conference:

1.    Ensure that all participants have a copy of the agenda.  Define any necessary vocabulary, or jargon that the    participants from a distance might not understand.  If you have a point person at a distance, you might want to have them review/add to the agenda items.

2.    Do a set up of technical tools prior to the meeting.  Make sure that everything is working without difficulty.

During the Conference:

1.    Do introductions and specifically introduce anyone who might be new to the group.

2.    Ask each person to identify themselves when they speak, especially if it is a large group.

3.    It may be difficult for non-native speakers, or speakers with a different accept in English to understand a person, especially if the conference is by phone.  It will be important that you remember to speak clearing and slowly (not too slow though) so that others understand.  It is also important that you refrain from using slang expressions that may not be understood by speakers of other languages.

4.    Provide for pauses in the discussions and ask if participants have questions.

5.    Engage as much as possible, the audience at a distance.

6.    If there is lag time between locations, slow down the conversation.  Also, if you are using translators, provide for translation time.  Plan for additional time (about 1/3 more) if a translator will be used.

7.    If possible, use easily-seen graphics, drawings, or other illustrations to accompany presentations.

8.    Keep a record of action items that need to be completed by all concerned in the conference.  Review these items at the end of the meeting.

9.    In a timely way, follow up the conference with a summary of the action items and other points.