Communication Tools Learning Materials

Communication tools Audio communication - Cell phones - Voice over internet protocol ( VOIP) - Conference phones - Conferencing services - Google service - Google voice Video communication Must have necessary equipment: camera, audio imput/output Video conferencing: skype, zoom, WebEx, Slack Consider platforms - Who is your audience - Who is running presentation - How will video be used Online communication Screen sharing/ web sharing - WebEx, JoinMe, 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 o show or talk though? Which of the following is NOT a crucial question for deciding which communication tool to use? Scheduling a meeting Polling tools Collects all information in one piece 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 questions type for what you need to learn Scheduling tools Gather all information in one place and lets people enter their availability for time slots - Set up poll - Receive times that work - 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 meeting - Login “schedule an event”, create name for eent, add location if certain, add notes - Calender page will be seen: select dates , “add time”, settings - Click continue, enter email adres - Invitations page > email or link What are other platforms or tools that you would recommend for scheduling meetings? 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 doesnt 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 zone of all participants Scheduling remote meetings - Confirm time you are considering with email - Get event on calendars after choosing time Audio conference Using audio in business Audio conversations are synchronous which means everyone is participating at same time When are synchronous conversations helpful? - Decisions need to be made quickly - To hear peoples voices - To make sure everyone understands What are the downsides of synchronous audio-only calls? You cant see facial expressions, interruptions, distractions Fice stages of a telephone call 1. Openings and greetings 2. Establish expectations 3. Content, conversation, business 4. Wrap up, next steps, feedback: recap information 5. 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 Participate in a call: - Call in early - Stay in once 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 though five stages Video conferences 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/sensative - 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 Conduction 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 meeting - 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 Web sharing 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 calls What are ways to troubleshoot? - Make sure app is downloadable for all - Have files ready if web sharing doesnt work for everyone One-on-one web sharing calls - Have correct files or site open before call starts - Close unnecessary tabs on computer - What are best practices for sharing spreadsheets or work 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 pasues, animations to keep people engaged Make sure to get though 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 indivuaols 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, its really easy to ignore the dismbodies voice on teh speaker in favor of the live person next to you 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 business context? What are the best uses of web sharing tools in a business context?