Thanks S.B. for the question and the answer is simple. Do it quickly! Virtual meetings of any type are focused around a topic and participants are ready to begin at the appointed start time. Any delay is seen as a strike against the leader of the call and, if applicable, against the company responsible for setting up the call.

Here’s a typical situation: the call begins on time yet the leader gives “please introduce yourself” as the only direction for introducing yourself. Participants then normally give a variety of responses, long and short, that may or may not include information relevant to the purpose of the call. Recall any networking event where people stood up and introduced themselves with some variation of the 10-second to 45-second elevator pitch. While barely acceptable in face-to-face meetings (actually, it isn’t even acceptable in face-to-face meetings yet no one knows how to stop this monster once it begins creeping around the room!), this kind of introduction will kill the energy and momentum of your call.

Here’s what I recommend: give specific instructions and then make sure everyone, even the CEO, follows the rule. If someone gets creative with the rule, immediately and gently ask them to “pause” (see Step 2 of Improving Skype Based Conference Calls!) and remind them of the specific information required. If you allow one or more people to break the rule without correcting it immediately, you have lost the opportunity to make a correction. Again, if you are going to correct someone, do it immediately and tactfully.

Here’s an example of a specific instruction for an introduction: “Let’s begin with a short introduction. Please tell us your full name and what department you are from.” Another example is: “Please tell us your first name and using only one (1) word, what do you want to get from today’s call.” The key here is to keep ALL introductions as simple and short as possible. Write out how you will ask participants to introduce themselves before you get on the call! Then repeat exactly what you have written when conducting the introduction.

If you are clear and concise in giving the instructions for introductions, others are more likely to follow your lead. However, if you ramble when giving the instructions, don’t expect your participants to be clear and concise!

With practice, you’ll have a fast, concise introduction that will get your virtual meetings and conference calls started on the right foot!

Posted by Byron Van Arsdale
Author – 16 Secrets to a Great Conference Call
ConferenceCallTraining.com

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