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俗話說「好的會議帶你上天堂，無效會議讓你沒想法。」對工作者而言，只要傳達事情掌控得宜就事倍功半，透過視訊電話進行會議會是有效率的做法，不但能省下來回奔波的時間成本以及昂貴的交通費用，溝通任務順利，還能搞定大生意！

電話會議令人詬病的4點 避開這些地雷！

Businesses are more reliant on conference calls to do business than ever before, according to research conducted by market prospectors.In spite of this, 54 percent of respondents felt that their calls weren’t as effective as they could be for the following reasons:

根據市場調查，現在的企業比以往更依賴電話以及視訊做生意。不過儘管如此，54%的受訪者認為這樣的會議並不是很有效率，原因如下：

1. lack of etiquette　（缺乏禮儀）
2. late joiners（會議遲到的人）
3. heavy breathers（電話中沉重的呼吸）
4. “Houdini” disappearing acts half-way through the call　（像魔術師Houdini一樣消失在電話/視訊會議中）

 3個提升效能的小撇步

1.就像面對面一樣有禮

Remember, even if people can’t see you, they can still hear you. Apply the same
etiquette to a conference call that you would a face-to-face meeting. You wouldn’t
check your emails or start talking to someone else in the middle of a meeting, so
why would you do it on a conference call?

記住 ，即使他們無法看到你，他們仍能聽到你的聲音表情。把面對面會議的禮儀運用到電話會議中。因為你在面會面會議中，你不會不時查看emails或跟其他人講話；那為什麼在電話會議中你要這樣做？

2.務必吸引你的聽眾

Treat your fellow callers like an audience.
Thirty percent of workers claim to lose interest because they find other callers voices boring or annoying. As with any other presentation, conference calls need the speaker to engage with the audience and hold their attention. When speaking, try to vary the tone of your voice to help convey your message. Your energy and passion for the subject will be projected through your voice and help keep people engaged.

對待電話會議中的聽眾如同觀眾。30%的人覺得聲音從電話傳出來讓他們覺得乏味或厭煩。其實電話會議跟演講一樣，電話會議需要用擴音器並抓住觀眾的注意力。說話時，試著改變你的音調幫助傳遞訊息。你的聲音若表現得十分活力有熱情，對你的說話內容是非常有幫助的。

3.用小抄確保會議主軸

Give your conference call a script. Conference call participants don’t need to know
what they’re going to say word-for-word, but the meeting should have a clear structure. Creating an agenda for the call in advance will give it a clear direction and ensure that all the time is used effectively.
In addition, each call needs a moderatorwho can drive the conversation. This will not only stop the call from digressing, but also ensure that each party gets enough time to make their points.

準備一個小抄註記會議的討論內容。雖然電話會議的參加者不需要照著小抄一字一句講，但這個小抄的目的是讓整個電話會議有個清楚的方向。在會議前先筆記整理，會幫助你釐清大概要討論的方向，並確保有效能在會議中表達。

此外電話會議中需要一個中間人，來促成整個議程的流暢。這不僅是幫助會議不離題，也保證每一位與會者得到足夠時間來表達自己的想法。

實戰小秘訣

1.事前提醒很重要

Email out or call out to the conference team the call-in numbers and time 48 to 72 hours in advance.

在電話會議前48~72小時用電話或郵件通知大家會議時間

For the first actual conference call, it is recommended to stand and smile during the start
of the conference call to help keep your poise.

在第一次真正的視訊會議上，禮貌性站著並保持微笑，以幫助保持你的風度 。

Dial in 5 minutes early and engage early callers in conversation. Start on time. As each participant calls in, invite them to give their first and/or last name and state or city.

在會議前5分鐘打電話提醒與會者。會議最好準時開始；並登記每位參與者的姓名以及居住城市或洲。

2.慎選與會者

First ask yourself, are the participants talking, or just listening? Who needs to be on the call? These are great questions to be clear on from the beginning. If your participants won’t literally be participating, then think about cutting your number down for simplicity and efciency. Only those fully involved in the topics to be discussed should be present.

首先問問你自己，與會者的定位是否為發言者，或只是聽眾而已？誰會需要一起參與線上會議？這些都是在計畫之初需要清楚了解的問題，假如你的與會者不會針對議題發表看法，那麼你要思考減少名單上的人選，進而精簡會議以及達到效率；只要留下會針對議題討論的發言者就可以了。

3.縮小潛在問題

These tips can be especially helpful when a conference call involves speakers of different languages. Many conference calls are international by nature and are plaguedby strong accents and improper grammar that make a good idea indecipherable. Don’t let a lack of training for this kind of meeting add to the frustrations you might encounter.

以上幾個重點對於在視訊會議中使用不同語言的報告者尤其有用。很多視訊會議或電話會議會因為過重的口音，或是錯誤的文法而導致一個小建議被誤解或解釋不清。不要因為缺乏訓練，造成你與會時感到挫折，所以一定要做好相關訓練。

本文英語由TutorABC提供，刊載於能力雜誌

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