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文/TutorABC    

電話會議令人詬病的4點

Businesses are more reliant on conference calls to do business than ever before, according to research conducted by market prospectors.

In spite of this, 54 percent of respondents felt that their calls weren’t as effective as they could be for the following reasons:

根據市場調查研究,現在的企業比以往更依賴電話及視訊會議做生意。不過儘管如此,54%的受訪者認為這樣的會議並不是很有效率,其中他們認為的原因如下:

1.lack of etiquette(缺乏禮儀)

2.late joiners(會議遲到的人)

3.heavy breathers(電話中沉重的呼吸)

4.“Houdini” disappearing acts half-way through the call像魔術師「胡迪尼」(註1)一樣消失在電話(視訊)會議中

註一 哈利‧胡迪尼(Harry Houdini)生於19世紀以逃脫術見長的魔術師。

3個提升效能小撇步

不能因為採用遠距溝通就省略掉實際會面的程序及準備工作,以下3個注意事項,能夠幫助你盡快掌握電話會議的禮節,讓會議一展開,立即創造令人振奮的愉快氣氛!

1.就像面對面一樣有禮

Remember, even if people can’t see you, they can still hear you. Apply the same etiquette to a conference call that you would a face-to-face meeting. You wouldn’t check your emails or start talking to someone else in the middle of a meeting, so why would you do it on a conference call?

記住,即使他們無法看到你,但他們仍然可以聽到你的聲音表情。把面對面的會議禮儀運用到電話會議中。因為你在面對面的會議中,你也不會同時還查看電子郵件或跟其他人講話;那為什麼在電話會議中你要這樣做?

2.務必吸引你的聽眾

Treat your fellow callers like an audience.

Thirty percent of workers claim to lose interest because they find other callers voices boring or annoying. As with any other presentation, conference calls need the speaker to engage with the audience and hold their attention. When speaking, try to vary the tone of your voice to help convey your message. Your energy and passion for the subject will be projected through your voice and help keep people engaged.

對待電話會議中的聽者就像對觀眾一樣。

30%的人覺得聲音從電話裡傳出來會讓他們覺得乏味厭煩。其實電話會議跟演講一樣,電話會議需要用擴音器並抓住觀眾的注意力。說話時,試著改變你聲音的音調幫助傳達訊息。你的聲音若表現得十分有活力和熱情,對你說話的內容是有幫助的。

3.用小抄確保會議主軸

Give your conference call a script. Conference call participants don’t need to knowwhat they’re going to say word-for-word, but the meeting should have a clear structure. Creating an agenda for the call in advance will give it a clear direction and ensure that all the time is used effectively.

In addition, each call needs a moderator who can drive the conversation. This will not only stop the call from digressing, but also ensure that each party gets enough time to make their points.

準備一個小抄註記會議的討論內容。雖然電話會議的參與者不需要照著小抄一字、一句的講,但這個小抄的目的是讓整個電話會議有個清楚的方向。在會議前先筆記整理,會清楚地幫助你釐清大概要討論的方向,並確保能有效地在會議中表達。

此外,每個電話會議裡需要一名中間人來促成整個議程的流暢。這不僅是幫助會議不致離題,同時也保證讓每一名與會方得到足夠的時間來表達自己的想法。

實戰小秘訣

電話會議也跟面對面會議一樣,狀況千百種,前面談完電話會議大方向的前置準備,把握基本概念後,接下來要好好說明實際操作時需要注意的細節,避免因小失大白白浪費工作者的寶貴時間。

事前提醒很重要

•Email out or call out to the conference team the call-in numbers and time 48 to 72 hours in advance.

在電話會議前的48∼72小時用電話或郵件通知大家會議時間。

•For the first actual conference call, it is recommended to stand and smile during the start of the conference call to help keep your poise.

在第1次真正的視訊會議上,建議會議剛開始時,禮貌性站著並記得微笑,以幫助保持你的風度。站著會讓人比較鎮定及穩定。

•Dial in 5 minutes early and engage early callers in conversation. Start on time. As each participant calls in, invite them to give their first and/or last name and state or city.

在會議前5分鐘打電話提醒與會者。會議最好準時開始;並登記每名參與者的姓名以及居住城市或州。

慎選你的與會者

•First ask yourself, are the participants talking, or just listening? Who needs to be on the call? These are great questions to be clear on from the beginning. If your participants won’t literally be participating, then think about cutting your number down for simplicity and efficiency. Only those fully involved in the topics to be discussed should be present.

首先問問你自己,與會者的定位是否為發言者,或僅僅是聽眾而己?誰會需要一起參與線上會議?這些都是在計畫之初需要清楚了解的問題,假如你的與會者不會針對議題發表看法,那麼你要思考減少名單上的人選,進而達到精簡會議及有效率的目的;只要留下那些會充分針對議題討論的發言者就可以了。

•Of course, this wouldn’t apply to a call that is mainly for presentations or sales, where a prospect is listening in to possibly become a future client or partner.

當然,這樣的會議模式不適合用在可能成為公司客戶或合作對象的簡報或銷售上。

縮小潛在問題

•These tips can be especially helpful when a conference call involves speakers of different languages. Many conference calls are international by nature and are plagued by strong accents and improper grammar that make a good idea indecipherable. Don’t let a lack of training for this kind of meeting add to the frustrations you might encounter.

以上幾個重點對於在視訊會議中使用於不同語言的報告者尤其有用。很多視訊電話會議會因過重的口音,和使用不當的文法而導致一個好建議被誤解或解釋不清。不要因為欠缺會議的基本表達訓練,造成你在與會時感到挫折,所以一定要做好相關訓練。

note:視訊會議隨手提醒

•Keep conference call-in numbers and access codes near the phone for the conference.

將視訊電話會議的電話號碼及代碼放在電話附近。

•Stand and smile while speaking, people can hear the smile in your voice.

講話時,記得站著並保持微笑,因為大家可以從你的聲音中聽出來。

•Practice, practice, practice the conference functions, they are simple but you want to be comfortable. Know the codes cold before you go live. Not knowing how to mute and/or record the conference can cause valuable time and information to be lost.

練習、練習、再練習!一定要練習所有會使用到的電話功能,雖然簡單,但是你必須要能很輕鬆的使用它,在正式上場前要完全知道所有的代碼。如果不知道如何使用靜音或錄音,很可能會浪費大家寶貴時間及造成資訊流失。

•Have fun, it is your professional call after all and you want to convey poise and confidence on your conference call.

放輕鬆!這是你的專業視訊電話會,而你所要做的就是在會議中保持鎮定和自信。

單字帶著走

Script-

a piece of text setting out what somebody is to say or do on a specific occasion.

They write all their own scripts.

Moderator-

someone in charge of what is to be discussed.

Who is the moderator tonight?

Digress-

to move away from the central topic of discussion.

Do you mind if I digress for a moment?

Poise-

calm self-assured dignity, especially in dealing with social situations.

Louisa seems to have much more poise and confidence.

Plagued-

to be afflicted or burdened by difficult problems.

Financial problems continued to plague the company.

Indecipherable-

impossible or very difficult to understand.

That is an indecipherable signature.

Cold-

completely and without any doubt.

I can't just get up there and make a speech cold!


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