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Telefonieren auf Englisch - Teilnahme an einer Audiokonferenz

Schlagwörter: Telefonieren auf Englisch, Englisch Telefonieren, Englisch Telephoning, Englisch am Telefon, Telefon Englisch, Audiokonferenz Englisch, Telefonkonferenz Englisch, Audio Konferenz Englisch, Telefon Konferenz Englisch

The claim "business has gone global" is true on many different levels. Businesses that used to sell within one country for the most part now sell to customers around the globe. These same companies now have representatives in all important regions of the world, as well as design facilities, production plants and service bureaus. Not only are customers found everywhere, but fellow employees, managers and partners as well. The need to communicate across international borders, businesses, functions and cultures has become an everyday aspect of business.

Before the 1990s, distance was the major communications show-stopper. Businesses were often faced with coordinating not only travel, but the schedules of everyone involved in a critical discussion. The resulting hassle led to the innovation known today as audio conferencing. Audio conferencing is designed to allow business people to use their telephones (and these days even their computers) to communicate in virtual meeting rooms without ever having to leave their desks.

Today, audio conferencing is big business (there are many solutions and many providers). The benefits are clear: better information flow, more up-to-date information, faster decision-making, reduced travel costs and travel time, better support for employees working at home, etc. But unlike a simple conference call between two people, audio conferencing presents a major challenge: it's actually quite difficult for a group of people to communicate in real-time.

During an audio conference, it's not possible to see someone?s facial expressions and reactions. It's also not possible to know when someone has clearly finished speaking or if someone is feeling left out of the conversation or confused. for people speaking English as a second language, the usual challenges of telephoning are added to the mix.

To address these and other challenges, audio conference participants follow a well documented set of rules that help ensure each meeting is as productive and efficient as possible.

How audio conferences work

Most audio conferences are hosted either through a company's own audio conference centre or through an external firm that provides audio conferencing services.

These services allow the conference chair to schedule the meeting and invite everyone involved - usually by entering specifics about the meeting into a Web application. each invitee receives:

  • the chair's meeting announcement
  • a dial-in number
  • a meeting number
  • a PIN that grants the participant
  • access to the virtual meeting space

As participants dial in, they are connected together just like they would be in a standard conference call. However, the chair has many features available that allow him to run the call more like a formal business meeting.

Attending an audio conference

Getting into a virtual meeting room is easy and usually takes just a few steps. Here's an example:

  • Wait until approximately five minutes before the meeting and then dial the number you received. Don't be late! some conference centres allow the chair to "close the door" to anyone who is late. This can be embarrassing!

  • Enter the meeting number when you are asked.

  • Enter your PIN when you are asked.

  • Some systems may require you to record your name; this recording will be played whenever you enter or exit the room.

After you're in the room, you'll hear your name announced by the system. If you don't, it's best to assume other people don't know you're there and announce yourself:

Hello, this is Ursula Kampf from BTX.

If you've already announced yourself and quite a number of people join afterwards, it's not necessary to announce yourself again. However, you should feel free to say hello to those you know as they join the call.

The meeting flow

Although the content of any audio conference will almost certainly be different from the next, the structure is usually the same. expect the chair to:

  • welcome everyone.

  • ask everyone to introduce themselves by "going around the table" or activate the function that plays back the full list of names recorded when people entered the virtual conference room.

  • (optional) do a roll call. Very large meetings may require you to press a button on your phone when your name is announced. You might have only five seconds to do this, so pay attention!

  • offer additional information about the functions of people you don't know. apologise for absent people.

  • open the meeting.

  • clarify any audio conferencing ground rules that should be followed.

  • check schedules to know when people must go and possibly re-prioritise the speaking order accordingly.

  • appoint someone to take the minutes.

  • review the agenda and state the objectives of the meeting.

  • begin the discussion.

  • enforce the rules.

  • ask for clarifications and clear up confusion.

  • make sure everyone contributes to the discussion.

  • moderate a Q&A session.

  • summarise the meeting and any conclusions.

  • identify next steps and close the meeting.

Audio conferencing dos and don'ts

The following rules are considered to be essential audio conferencing etiquette. They will not only allow you to make a very professional impression, but - when followed by everyone - help make audio conferencing less difficult:

  • Keep things quiet. Close your door, eliminate all background noises, turn off your mobile phone, avoid rustling papers, eating, etc. some conference systems can detect the sound of a pin dropping and amplify it. Imagine adding the sound of slurping coffee to the meeting! Others use voice-activated switches: any noise you make may cause the system to cut the current speaker off! To be safe, use your mute button when you're not speaking.

  • Until you believe people will recognise your voice (this takes longer than you may think), identify yourself every time you speak.

  • Use your voice to indicate intent. In a meeting, you can look at someone and say "what do you think?" In an audio conference, you must be explicit: "Elizabeth, what do you think?"

  • Wait until it's your turn. Always wait until the current speaker has finished speaking before saying something. Never talk over the current speaker.

  • Stick to the agenda.

  • Avoid asking for group feedback. Instead, say "Could I ask James and Fiona to add their experiences here?"

  • If the invitation provides a list of the people who are attending, keep it in front of you to help map what is being said to an individual and company.

  • Speak slowly and clearly.

  • Avoid using a speakerphone if you are alone at your end of the connection.

  • Speak in a positive, professional, energetic tone.

The danger zone

As a participant in an audio conference, it's very easy to fall into a mode of listening to everything but not really participating in the meeting. However, if you have been invited to participate in an audio conference, you can assume that the chair is expecting you to participate just as much as if you were in the same room with everyone. If you were invited only to listen, you probably wouldn't have been invited and would have instead received a copy of the meeting minutes. When you're in the same room, others can see you are involved by looking at your facial expressions and physical gestures. In a virtual meeting, if you don't say something, people may assume you're not being proactive, not interested and possibly not even there!

In addition, not staying actively involved with an audio conference - especially in the afternoon - allows your body and mind to slow down. In this state it's easy to blank out and miss important information - especially if the meeting is occurring directly after lunch. stay involved. respond and add comments to what is said. express your agreement or disagreement. show people you are there and listening!

Useful phrases

Joining the meeting

Good morning, this is Ursula Kampf at BTX.

Unfortunately I'll have to leave the meeting early because of a previously scheduled appointment. should I break in before I go or make a silent exit?

I'm afraid Holger Stamm won't be joining us today. He asked me to apologise for his absence and request that he receive a copy of the meeting minutes and all materials. He'll review them tomorrow.

Identifying ­­yourself­­ before ­­speaking

This is Ursula Kampf at BTX.
This is Ursula Kampf.
This is Ursula.

Participating ­­in ­­the ­­conversation

I'd like to mention/add that/point out ...
I?ve/We've found that ...
Well, my view is that ...
I know what I've just said was a bit long.
Should I summarise it?
Yes, exactly.

Questioning ­­others

Elizabeth, do you have anything to add to what I've just said?
James, what have you found on your end?
Henry, would you agree?
James, could you provide a bit more detail on that subject?

Communication­­ problems

I'm sorry, James, but I missed that and it sounded important. Could you repeat it briefly?
If I understood you correctly, you're saying that ...
James, this is Ursula. Could I ask what you mean by ..., exactly?
I'm sorry, but I can barely hear you. Could you repeat that?
Everyone sounds very faint.
I'm sorry, James, that was a bit long. Could you summarise that briefly?
Oh. sorry for the interruption.
Sorry to break in, but I ...
I think there's something wrong with my connection.
I'll try hanging up and dialling in again.

Showing­­ that ­­you're ­­there

This is Ursula. I'd like to say that ...

... I found that point very interesting.
... we've had similar issues here.
... I agree with that statement.
... I support this idea.

At­­ the ­­end

I don't have anything else to add.
I'm sorry, but I have to leave now.
Goodbye everyone!

Schlagwörter: Telefonieren auf Englisch, Englisch Telefonieren, Englisch Telephoning, Englisch am Telefon, Telefon Englisch, Audiokonferenz Englisch, Telefonkonferenz Englisch, Audio Konferenz Englisch, Telefon Konferenz Englisch

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