BUS 271: Communicating through Technology (Module 9 Week 11)

If there's an echo on the line that makes it hard for one or both people to hear,

-Ask whether either person is using their speaker instead of their handset. If multiple people are using speakers, this can cause an echo. The more people on the call, the worse this can get. The solution is to ask people who don't absolutely need to use their speakers to switch to their handsets. Using cell phones can sometimes make this even worse. -Restart the call to get another line.

here are five stages to one-on-one and small-group business conversations via audio:

1-Openings and Greetings 2-Establishing Expectations: "feedforward"; you establish two key points: the timing of the call and the topics to be covered. 3-Content, Conversation, Business 4-Wrap-up, Next Steps, and Feedback 5-Closing

When scheduling a 30-minute meeting with a ten different people, which of the following is a BEST practice?

Break up large blocks of availability into 30-minute time slots so people can select all slots that work for them.

Marguerite is setting up a team meeting that her coworker Joaquim is presenting at. What should be Mark's first step in scheduling the meeting?

Determine Joaquim's availability for the meeting, then send out a poll to the team as a whole to determine the best time

Alyson is setting up a meeting with her fellow sales team members to share some techniques she's found particularly helpful. They all have busy schedules, so she's decided to create an online poll to find the best time. What should be Alyson's first step?

Determine her own availability for the meeting

Ellen joins a video conference with her coworkers on her computer. Whenever she contributes to the conversation, no one responds. Somebody even talks over her. Which of the following is likely the problem?

Ellen does not have a microphone or her microphone is not working.

Which of the following is the best strategy to try if there is an echo on the call?

Make sure neither participant is using speakers.

Which of the following is NOT a strategy for showing a presentation by sharing your screen?

NOT-- load the presentation before sharing your screen

You are one of five participants in a video conference in which your boss is giving a presentation. Every so often, your boss gestures to a drawing she has made on a whiteboard, but you have a hard time understanding her drawing. Which of the following is a factor your boss overlooked when preparing for this video conference?

NOT--how well the audio works for all participants

Which of the following is the best strategy to use when participating in a group video call?

NOT__speak whenever the current speaker's lips stop moving

Which of the following is the best summary of how a scheduling tool such as Doodle or Calendly works?

Participants answer a poll with what time is most convenient for them. The organizer receives a message with an average of participants' answers and can then schedule a meeting.

Which of the following is the best reason to use audio calls rather than emails?

Participants can communicate at the same time instead of waiting for a response.

Liz is preparing for an important meeting with a potential client on the other side of the country. Usually, she uses her company's VOIP system to make calls. However, several of Liz's coworkers are already on VOIP calls, and Liz notices that when she tries to check her email, the page loads very slowly. Which of the following best addresses what problem Liz has and how can she fix it?

The company does not have enough bandwidth to support multiple VOIP calls. Liz can make the call using her cell phone.

Which of the following best describes what happens in the content, conversation, business step of a phone call?

The main purpose of the phone call is discussed.

Which of the following is the best strategy to try if one person on a call cannot hear the other?

The person who can't hear should check that the volume is not muted.

Which of the following is the best reason to use audio calls rather than emails?

The topic at hand may require a lot of discussion and clarification.

Which of the following is the best reason to use video calls rather than audio calls?

Video calls allow participants to more easily read facial expressions.

A screen-sharing conference is best suited for which of the following scenarios?

a discussion about the contents of a spreadsheet

A video call is best suited for which of the following scenarios?

a discussion between members of a team who have not met each other before

A web sharing conference is best suited for which of the following scenarios?

a marketing executive showing people in remote locations a new ad campaign video

Carmelo is in charge of planning a big conference his company is hosting. He wants to determine where to hold the conference so that the most people can attend. Which of the following is the best way to ask participants which location is best for them?

a polling tool

Marcia is organizing a company lunch for 350 people. There will be two options, chicken and fish, and Marcia wants to know how much chicken and how much fish she should order. Which of the following is the best way to ask participants which option they want?

a polling tool

In which of the following situations would a multi feature online platform such as Google Hangouts, Slack, or Amazon Chime be the BEST option?

a remote meeting in which both video and screen sharing will be needed

Which of the following is the easiest way to schedule a meeting with several people in different time zones?

a scheduling tool

You need to schedule a meeting with eleven people in four time zones. Which of the following is the easiest way to do that?

a scheduling tool

Which of the following is the best strategy to make sure people who are participating remotely in a video call are included in the meeting?

aim the camera at the person who is speaking

Naomi and her management team will be taking part in a meeting with another team via videoconference. She has rented a local meeting space with a fixed video camera and a conference table. She wants to coach her team on best practices for participating in the meeting. Which of these is the most important thing for her to cover?

all the guidelines for one-on-one video chats plus the idea that people are farther from the camera in a group situation, so it's harder to read facial expressions and see when people are getting ready to speak

Michelle often needs to call a client who lives in a rural area with a shaky internet connection. Which of the following is the best method for her to use to contact the client?

an internet conference service

Which of the following strategies will best help prevent people from interrupting to ask questions in a multi-person call?

announce that Q&A will be at the end of the call

What might be a good way to handle conversation if you have an especially large or talkative group on a video call?

asking people to raise their hands in a way that's visible on camera and then you will call on them to speak

Which of these scenarios represents the BEST use of an anonymous online poll or survey using a platform such as SurveyMonkey?

asking your staff specific questions about what they like and dislike about the current employee promotion process because you would like to update it

In hybrid meetings where several people are together in person and one person is joining via web sharing, which of these is a BEST practice?

assigning an advocate so the person web sharing does not feel forgotten or ignored

You are organizing a video conference. You know that one of your participants is going to need to leave near the end of the meeting to leave for the airport. Which of the following factors should you consider when choosing a video conferencing tool?

availability on mobile

Joe needs to schedule a video call to recap a conference he and some of his colleagues have just attended. Two people who will be on the call will still be traveling home from the conference and are not sure where they'll be at the time of the call. What's the most important consideration when Joe chooses which platform to use for the call?

being available as a mobile app

When scheduling a one-hour team meeting, which of the following is a BEST practice?

break up large blocks of availability into one hour time slots so people can make specific choices

Antonio lives in Tampa, and his boss asks him to use Doodle to find the best time for a remote meeting with store managers in Portland, Oregon and Austin, Texas. Which of these options does Antonio NOT need to think about?

calculating the time zone difference for each of the time slots he is proposing in his poll

Which of the following is the best strategy to make sure people who are calling in remotely participate in the meeting?

designate an advocate to make sure remote people are not forgotten

Which of the following is NOT a good strategy for a screen sharing meeting?

discouraging people from asking questions so the meeting will finish sooner

Raphael is hosting a video chat meeting. Shortly before the meeting begins, he learns that one of the attendees needs to leave work to pick up a sick child from school and will miss the meeting. Which of the following features of multi feature online platforms could best help solve this problem?

easy recording of all meetings

Which of the following is the best strategy to try if there is static on a call?

end the call and call back

In which of the Five Stages of a Telephone Call does the host talk about the time parameters and meeting goals?

establishing expectations/ feedforward

Which of the following are the basic stages of a telephone conversation?

greetings, establishing expectations, content, next steps, closing

Peter often needs to conduct phone meetings with ten other people at once. Which of the following is NOT a good method for Peter to use?

his iPhone

Which of the following factors is most important for you to consider when scheduling remote meetings?

how technologically savvy all participants are with the remote technology

Which of the following should you try to avoid in a hybrid web sharing call?

ignoring remote people in favor of the people present in the room

Which of the following is a best practice for naming a meeting?

include a specific topic

Cora is a district manager whose company has just signed up for a video call service, and she's eager to try it, but she wants to make sure she's using it appropriately. For which of these upcoming conversations would video calling make the MOST sense? The question has been evaluated. Your choice is incorrect. Multiple Choice QuestionInterviewing a manager candidate who currently lives three states away

interviewing a manager candidate who currently lives 3 states away

During a hybrid call, if you are the "phone advocate," which of these things would you do?

make sure people on the phone have a chance to participate and ask questions

Three designers working in different locations recently updated the company website. They want to hold a meeting to show the changes each of them made to the managers of several different departments in the company. Which of the following is the best tool to use in this situation?

multi-feature online communication platform

Which of the following is NOT a good strategy when dealing with a hybrid meeting?

mute the phone if anyone interrupts someone else

Which of the following is NOT a good strategy when dealing with a hybrid screen share meeting?

mute the phone if anyone interrupts someone else

Which of the following is NOT a positive strategy when dealing groups of people in a hybrid meeting?

muting the phone whenever an important person in the room is talking so he or she isn't interrupted

Which of the following is the best strategy to make sure people who are participating remotely in a video call are included in the meeting?

not--turn the speaker volume up high so that participants can hear the meeting better

Jill scheduled a very important meeting with her local team to determine how the budget for next quarter will be spent. She scheduled the meeting at 4:00pm on a Friday. Which of the following obstacles might Jill encounter in this meeting?

participants might be distracted and not focused on the important topic

Which of the following is NOT a benefit of audio / telephone meetings?

people can multitask while they talk

Which of the following is the best strategy to make sure people who are calling in remotely participate in the meeting?

periodically ask if they have questions or anything to add

Which of the following is an advantage to web sharing?

presenters can share diagrams or videos easily

Which of the following is a benefit of aiming the camera so that it has a view of everyone in the room?

remote participants get a better feel for the energy of the room

Members of the marketing team are holding a video conference to show the other departments the new promotional video they've created. Which of the following tools should they use to show the video?

screen sharing

Matt is trying to remember the contents of a message he received from his boss last week. He thinks he received the message in an email, but he isn't sure. Which of the following features of multifeature online platforms could best help solve this problem?

searching through the entire environment

Sophia is going to speak to her coworkers in a video call about special effects her team is working on for an upcoming blockbuster movie. If any details about the movie leak, Sophia and her whole team will be in huge trouble. Which of the following factors are most important for Sophia to consider when choosing a video conferencing app?

security

Jorge is scheduling some meetings for next week. He can't schedule any on Monday or Tuesday because most of his participants will be at a conference or traveling home from the conference, so he schedules the meeting on Wednesday. That Wednesday, however, many of the participants are late or do not show up at all. Which of the following best practices did Jorge fail to consider?

setting appropriate calendar reminders

Your boss wants to go over a PowerPoint presentation you will be giving to the entire staff. She would like you to talk her through it while she's out of town on a work trip. What's the BEST option for accomplishing this?

setting up a webb sharing call using a service such as WebEx or Join Me

Which of the following should you try to avoid in a hybrid web sharing call?

side conversations that exclude remote members

Which of the following strategies will best help people have energy on the call?

sit up straight or walk around

Garrett is scheduling a meeting with his team in the U.S. and another team working on a similar project in China. He wants everyone to be fresh for the meeting, so he schedules it at 10:00 a.m. Which of the following obstacles is most likely to be encountered in this meeting?

some participants might be asleep or not be at work

Which of the following is NOT a good strategy for a screen sharing meeting?

speaking quickly and without pause so you don't lose the attention of participants

If you will be leading or presenting on a group call, a good thing to do to keep the energy in your voice is which of these?

standing up if you can, or sitting up straight in your chair as though you were doing an in-person presentation

Which of the following places should you look at when making a video call?

the camera

You are responsible for setting up a conference call that will include you, your boss, and the head of your division at the corporate office. You will be discussing an important new initiative for your region. Which of the following would be the BEST option for this call?

the conference function on the phone system at your workplace

Haya scheduled an hour-long meeting at 2:00 p.m. because it was the only time all participants could attend. Many of the participants must attend another meeting at 3:00 p.m. A lot of the participants will be using the video conferencing tool for the first time, and Haya is excited to show off the technology. Which of the following obstacles is most likely to be encountered in this meeting?

the meeting might be rushed or run out of time due to technical difficulties

To increase comprehension and effectiveness on a one-on-one call, which of these is NOT especially useful?

thinking about how you want to answer as soon as you sense the person you are talking to has a question

Which of the following is the best strategy to use when participating in a group video call?

upload a photo of yourself if you don't have the bandwidth to show a video

You want to collaborate with remote coworkers on a document. Which of the following is the best way to do that?

use a platform that allows participants to mark up a shared file

What is the easiest and most efficient way to schedule a remote meeting?

use scheduling technology such as Doodle and Calendly

Which of the following is an essential habit when taking people through a presentation using web sharing?

using descriptive, directional language that helps people follow where you are on the screen being shared

Terence wants to give a presentation with his boss to show her some new market trends his team has identified. His boss is currently in another state. Which of the following is the best tool to use in this situation?

web conferencing with screen sharing

Which of the following is NOT a crucial question for deciding which communication tool to use?

which technological tool is the most cutting edge?

Sometimes communicating through technology requires us to do things that feel kind of unnatural or uncomfortable for us in order to communicate effectively with our colleagues and minimize misunderstanding. Which of these is just uncomfortable and does NOT really serve a purpose?

you keep your facial expressions relatively neutral throughout the call so as not to startle the person you are speaking with

For which of the following scenarios is web sharing / screensharing the best option?

you need to deliver a PPT presentation to people in a remote location

When is it BEST to use the chat function on web sharing platforms?

you want to manage the flow of questions and comments