Notify the ParticipantsLet all collaboration participants know the date, how to access the collaboration session, the moderator's name, start and estimated end times, subject and agenda.
Prepare in advanceTo avoid meeting delays, take time before the collaboration session to create and upload any resources you'll need for your meeting, such as presentations, surveys or quizzes.
Determine Equipment NeedsIf there are multiple participants in the same room, high quality speakerphone equipment is recommended. We recommend that you discourage the use of cordless or mobile phones, as these may cause static or other interference.
Share visual aids for more impactUse the web to share slides and applications for a more interactive collaboration session.
Set the Collaboration Goal1. Pinpoint the meeting objectives.2. Provide an agenda in advance.3. Try to limit the agenda to three or four topics, and let the participants know how much time you intend to spend on each.
As the moderator, there are several steps you can take to lead a successful collaboration session:
Enter the meeting earlyEnsure participants can access your meeting at the scheduled start time. Give yourself a few minutes to open the meeting room and make sure all necessary system components are loaded.
"Do Not Disturb"Make sure you lead the collaboration session from an office or meeting room where you won't be disturbed.
Share Your Enthusiasm!Your voice accounts for 78% of your effectiveness on the telephone.
Introduce YourselfBegin the collaboration session by introducing yourself and your location, stating the objective of the collaboration session and giving instructions for audience involvement.
Set the RulesRemind everyone of the ground rules during a collaboration session:1. State one's name before speaking2. Keep background noise to a minimum; use the mute button when not speaking3. Mute all participants in non-collaborative meetings to minimize background noise.4. Keep comments concise and focused on the topic.
Keep It SimplePresent the information clearly in an easy-to-understand manner.Remember this simple, 3-step rule:1. Review the agenda2. Conduct the meeting3. Summarize decisions and action items
Don't Be Afraid to PauseOne of the most common complaints about collaboration sessions are the fast pace of the presentations.Using pauses can lead to a more effective presentation.
Q&AIn general, effective presentations allow about one-third of the time for interaction with the audience. Let the participants know if and when you want interaction.
Stay on ScheduleBe respectful of everyone's time and try to end on schedule.
Reach Closure1. Ask for summary statements2. Recap action items3. Thank everyone for their participation4. Use a formal sign-off to end the collaboration session
Have fun!To make the most of technology, create an atmosphere that promotes interaction. Involve people from every location by asking direct questions. Don't make your presentation a scripted show; make it a genuine meeting. To help participants better understand and recall content, limit presentation materials to 6-7 lines per slide. And use larger-size fonts for legibility.The more employees enjoy audio and web collaboration, the more likely they will use the services in place of expensive travel costs.
Browser TestAll participants should perform a browser-check (included in the meeting invitation) to ensure there are no firewall issues before the collaboration session.
Just In Case…Remember that if technical difficulties arise during your collaboration session, simply dial *10*, or call our Conferencing Centre at 1 800 88 1055 for assistance.