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Communication best practices for the Global Team Leader May 20, 2009

Posted by rickbron in Bronder On People, Communication, Effective meetings, Global communication, Global leadership, Leading globally.
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In this entry, I will complete discussing the best practices for the remainder of the global communications technologies.

 Telephone call

The Big Dogz use the telephone call when there is a high interpersonal component to the message. We want to take advantage of using the tone to add value to our effectiveness in both sending and receiving messages.

  • Make a plan. Sketch out how you want the conversation to proceed. What information do you need to convey or acquire.
  • Practice the call. If this is a very important call, invest a few minutes in practicing what you will say.
  • Use paraphrasing. Periodically, summarize what you have heard and ask the listener to summarize so you can check if you are communicating effectively.
  • Have a picture of the person you are talking with in front of you. Focus on the picture while you talk; this will keep you from multi-tasking and will help you remember you are talking to a person.
  • Follow up any agreements or commitments with an email. Review the email with the person before you send it to others.

 Teleconferencing

The Big Dogz use teleconferencing to communicate with groups of people about complex issues.

  • Publish an agenda prior to the teleconference
  • Encourage people to share pictures of themselves so they can put a face to the voice
  • Distribute any presentation material in advance
  • Ask everyone to introduce or identify themselves when joining the call
  • Have anyone who speaks to identify themselves before saying their piece
  • Identify conference protocols like when to speak
  • Be aware of cultural difference in telephone etiquette
  • Use paraphrasing to facilitate understanding
  • Take notes on key decisions, key information disclosed and any action commitments made. Send this document to the teleconference attendees for validation before sending to people outside the call

 Groupware (Webex, Live Meeting, etc)

The Big Dogz use groupware to take advantage of the visual as well as the auditory cues in global communication. This medium is ideal for communication that is complex and requires a significant interpersonal interaction. All of the best practices for teleconferencing apply here as well. In addition:

  • Use a webcam to show a video of yourself. It is amazing how much more attentive people are when they can see you. If possible use webcams for all the people in the meeting. Of course when you get more than three people in the meeting, it can get confusing moving all the video around.
  • Have a list of all the participants and track how much they are engaged. When you see someone’s engagement get out of proportion, take corrective action to address the issue.
  • Take advantage of the features of the virtual meeting service. Providing materials, setting up assessments and surveys are some of the excellent tools available. Most services allow the participants to use a chat feature. Make use of this feature to capture ideas and discussion points. Once the session is over, you can send the chat file to all the participants.
  • Have a word processing document available for capturing the minutes of the meeting. Update it dynamically and at the end of the meeting, review it then send a copy to all the participants. I have attached a Word file you can use for capturing information about your virtual meeting. Please feel free to use it.

 Videoconferencing

The Big Dogz use video conferencing when communicating complex information with larger groups requiring a high level of interpersonal interaction. All of the best practices for the face to face meetings apply here. In addition:

  • Be aware that video technology may not appear smooth. The technology has advanced well enough to provide television quality video; however, these levels of sophistication require enormous bandwidth capabilities and may not be available at your installation.
  • Use the video to focus in on the speaker so that we can take advantage of tone and non verbal cues.
  • Share the time in the video close-ups.
  • Remind people that unnecessary movement detracts from people’s ability to focus on the meeting.
  • If your videoconferencing system has a “self view” function, use it to see how you are being seen by the people at the other end of the conference.
  • Once you make the adjustments for optimum video and audio components, leave them alone. Constant changing of the focus or sound levels can be distracting.
  • How you dress can be important in a videoconference. Light clothing is more effective than darker clothing.
  • If snacks are being provided at some locations and not others, have them out of camera range.

 The Big Dogz know that communicating effectively in a global team environment is difficult. By using these best practices, you can be one of the Big Dogz.

meeting documentation

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