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Our Voices: Full Inclusion.
Tips for Better Teleconferencing.
Sometimes, it's just not possible to have face to face meetings. If done correctly, teleconferencing can make meetings more inclusive.
For those arranging and facilitating the meeting:
- Have an agenda that includes goals, expectations and timing.
- Decide on roles. The meeting chair does not have to be the same person who is looking after the call facilitation duties.
- Make arrangements for hearing impaired participants (TTY, simultaneous transcription in a chat room, etc.).
- Distribute handouts well before the call starts. Do not allow additional handouts at the meeting.
- Make sure you have what you need to contact participants before, during, or after the call.
- Make sure everyone is introduced.
- Check in with people who have not spoken for a while.
For all participants:
- Don't use cordless or cellular phones, as these may cause static or other interference.
- Introduce yourself and announce if you come late, leave, or return.
- Keep background noise to a minimum and/or use the mute button if you have one. Do not have side conversations near the phone speakers.
- State your name each time you speak.
- Call others by name when directing comments to them.
- Describe gestures. For example, "I am pointing to the first handout."
