Explore the importance of utilizing phone and video conference tools for effective communication in business settings. Learn about various audio, video, and web sharing tools and how to choose the right communication tool based on your communication needs and audience. Enhance your skills in virtual communication to improve productivity and collaboration within your team.
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Learning Outcomes: Communication Tools 9.1 tools Recognize common types of tools for audio, video, and web sharing 9.1.1 9.1.2 9.1.3 9.1.4 9.1.5 Compare and contrast common tools for audio communication Compare and contrast common tools for video communication Compare and contrast common tools for screen / web sharing Explore multi-feature online platforms / virtual office spaces Recognize the strengths and weaknesses of various tool categories
Audio Communication Cell Phones Voice Over Internet Protocol (VOIP) Conference Phones Conferencing Services Google Voice
Video Communication Must have necessary equipment: camera, audio input/output Video conferencing: Skype, Zoom, WebEx, Slack Consider platform: who is your audience who is running presentation how will video be used
Online Communication Screen Sharing/Web Sharing WebEx, Join.Me, Slack, Google Hangouts Multi-Feature Online Platforms Voice, video, screen sharing Scheduling, instant messaging, file sharing, collaboration Easy to record
Comparing Communication Tools What is purpose of my communication? Who is my audience? What do I need to show or talk through?
Practice Question 1 Which of the following is NOT a crucial question for deciding which communication tool to use? a)Which technological tool is the most cutting-edge? b)What do we need to achieve in this meeting? c)Who is my audience or cohort for this meeting?
Learning Outcomes: Scheduling a Meeting 9.2 Use common planning tools to schedule business meetings 9.2.1 Discuss when and how to use polling tools 9.2.2 Discuss when and how to use scheduling tools 9.2.3 Identify the best time for a meeting using Doodle or Calendly
Polling Tools Collects all information in one place Some guidance on creating polls: ask as few questions as possible ask questions that relate to the issue phrase questions with full range of options think about best question type for what you need to learn
Scheduling Tools Gathers all information in one place and lets people enter their availability for time slots Set up poll Receive email with link Choose times that work Schedule poll updates Email with summary of responses Choose best time for meeting
Using Scheduling Platforms Doodle: free scheduling service you can use Can create scheduling questions for meetings Login, Schedule an Event , create name for event, add location if certain, add notes Calendar page will be seen: select dates, Add Times , settings Click Continue, enter email address Invitations Page > email or link
Discussion What are other platforms or tools that you would recommend for scheduling meetings?
Learning Outcomes: Scheduling Remote Meetings 9.3 Schedule meetings with audio, video, and web sharing components 9.3.1 Explain the key principles involved in scheduling meetings that use audio, video, and web conferencing technology 9.3.2 Discuss best practices for scheduling remote meetings
Using Technology for Meetings Allow enough time for meeting to happen Thinking about rhythm and level of focus your team needs Keep in mind that you may face the challenge that technology doesn t always work Add fifteen minutes to amount of time, add time for Q&A Recommend YouTube how-to videos and logging on in advance Think about the time zones of all participants.
Scheduling Remote Meetings Confirm time you are considering with email Get event on calendars after choosing time
Learning Outcomes: Audio Conferences 9.4 Use audio conferencing tools effectively in a business context 9.4.1 Recognize the strengths and weaknesses of audio in a business context 9.4.2 Identify the five stages of a telephone conversation 9.4.3 Identify strategies to increase comprehension and reduce misunderstanding in one-on-one telephone / VOIP communications 9.4.4 Identify strategies to increase comprehension and reduce misunderstanding in group telephone / VOIP communications 9.4.5 Participate in a meeting with audio sharing components
Using Audio in Business Audio conversations are synchronous which means everyone is participating at same time. When are synchronous conversations helpful? decisions needs to be made quickly to hear people s voices to make sure everyone understands What are the downsides of synchronous audio-only calls? You can t see facial expressions, interruptions, distractions
Five Stages of a Telephone Call Openings and Greetings Establishes expectations Content, Conversation, Business Wrap-up, Next Steps, Feedback: recap information Closing
Group Audio Calls Leading a Call: Invite correct people, those who are crucial Schedule in advance, have basic agenda Go through five stages of a call Participating in a Call: Call in early Stay in one place Mute line if necessary Be present
Audio Meetings Send agenda Add time for technical difficulties Assign one person in charge Take notes or agenda Go through five stages of a phone call
Activity Practice the five stages of a phone call. One student will call another student. The student who makes the call is in charge of the conversation, and both will practice active listening. Try to keep the call less than fifteen minutes long.
Learning Outcomes: Video Conferences 9.5 Use video conferencing tools effectively in a business context 9.5.1 Recognize the strengths and weaknesses of video in a business context 9.5.2 Identify strategies to increase comprehension and reduce misunderstanding in a one-on-one video call 9.5.3 Identify strategies to increase comprehension and reduce misunderstanding in group video communications 9.5.4 Participate in a meeting with video sharing components
Using Video in Business Beneficial when team is meeting for the first time. When is a video helpful for business calls? When the issue at hand is emotional/sensitive. When some members tend to dominate conversation. When the team tends to talk over one another on phone calls. What technology works the best? Smartphones and tablets, or laptops and desktop computers
One-on-One Video Calls Conducting the Call: Have a strong WiFi signal Look at camera Avoid moving camera Talk distraction-free Make sure video is clear
Group Video Calls What are some ways to manage video calls? Wait until each person is finished speaking Watch to see who else wants to speak Pay attention to chat leader Raise hands if necessary to speak
Video Meetings Some employees together in room with others on video chat Cameras that can focus on person speaking This situation gives the remote people a sense of what is happening in the room.
Practice Question 2 Naomi and her management team will be taking part in a meeting with another team via videoconference. She has rented a local meeting space with a fixed video camera and a conference table. She wants to coach her team on best practices for participating in the meeting. Which of these is the most important thing for her to cover? a)All of the Five Stages of a Telephone call plus a careful review of her agenda and a reminder to dress nicely b)All of the guidelines for one-on-one video chats plus the idea that people are father from the camera in a group situation, so it s harder to read facial expressions and see when people are getting ready to speak c)All the details of how the terminology works so that her team members can troubleshoot plus a reminder to save Q & A for the end of the call
Learning Outcomes: Web Sharing 9.6 Use web sharing tools effectively in a business context 9.6.1 Explain when to use web sharing tools in a business context 9.6.2 Identify strategies for effective use of web sharing in a one-on- one setting 9.6.3 Identify strategies for effective use of web sharing in a group setting 9.6.4 Participate in a meeting with web sharing components
Using Web Sharing in Business Used when it is more important for people to see documents, videos, and files Used effectively in conjunction with audio call What are ways to troubleshoot? make sure app is downloadable for all have files ready if web sharing doesn t work for everyone
One-on-One Web Sharing Calls Have correct file or site open before call starts Close unnecessary tabs on computer What are best practices for sharing spreadsheets or word documents? keep in mind people can get distracted and lost
Group Web Sharing Calls Chances for distraction more likely Use navigation language, regulate pace, include pauses, animations to keep people engaged Make sure to get through all content Having participants post their comments in the chat rather than asking out loud, can help a presenter accomplish the following: Delay answering questions you know will be addressed later in the conversation. Weed out duplicate questions. Table off-topic questions so you can discuss them with the individual at a later time.
Web Sharing Meetings Some people are together viewing documents, while others are on apps Appoint advocate and build reminders to address those in video If main speaker is remote, prevent side conversations. It s really easy to ignore the disembodied voice on the speaker in favor of the live person next to you.
Quick Review What are common types of tools for audio, video, and web sharing? What are common planning tools to schedule business meetings? What are the best ways to schedule meetings with audio, video, and web sharing components? What are ways to use audio conferencing tools in a business context? What are the best uses of web sharing tools in a business context?
