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The limitations and trouble areas of conducting electronic meetings can be categorized in the following: 1) Meeting Dynamics Issues and 2) Meeting Media (supporting tools). With a little preparation and awareness during the meeting, these deficiencies can be minimized. Even though face-to-face meetings and telephonic conferences are more traditional methods, e-conferencing techniques can be as effective and in some cases more effective. Nevertheless the limitations listed here are based on comparisons to these traditional methods.
Meeting dynamics issues are the collection of interaction issues where the properties of the interaction (types, speed, etc.) are different or more significant than in face-to-face meetings.
Undetected conflict: The first task is to recognize the existence of conflict and begin to focus on the problem definition. Technical people tend to go to the solution as quickly as possible. If the facilitator fails to recognize the conflict any person in attendance should call attention to the conflict. An agreement to follow the meeting's ground rules will avoid many of the problems associated with undetected conflict.
Lack of Understanding / comprehension: Ask questions when you don't understand and be tolerant of those who ask questions.
Hidden Agenda Problems: Without visual and non visual clues a person can more easily operate with a hidden agenda. Don't leave issues hanging, assigned responsibility is essential. Document the action that is agreed upon.
Need for trust: Trust between the people attending the electronic conference needs to be greater than face to face meeting environments.
Need for respect: Tact, courtesy between participants and tolerance for other views (perhaps poorly expressed) are even more important in these electronic communications.
In synchronous meetings, participants need to be patient with each other's skill in creating text and with the minor typographical errors that will be present. The use of copy and paste from a clipboard or editor to submit previously prepared text can reduce typing delays. Preparation for the meeting can also allow for a more coherent exchange of ideas.
With the ability to whisper each participant has the ability to influence anyone else in the meeting. The benefits of this side-conversation capability should be balanced against the disruption caused and the potential for developing hidden agendas. All participants must be aware of this need for balance.
The rules associated with the conduct of the meeting are enforced by all in attendance. The chat mechanism may be able to assist enforcing some of the rules but cannot fulfill enforcement of the intent of the rules which is each participants duty to observe and assist in leading all other participants to observe.
Often the use of overhead slides or flip charts are used in the meetings to help focus the discussion and convey information. These aids are not available in standard IRC so it is very important to provide each attendee the supporting material ahead of time and for the attendee to prepare comments accordingly.
The common threads that run throughout this discussion dealing with limitations and trouble areas are -- preparation and cooperation. Important for any meeting, they are essential for e-Conferencing where it is more difficult to detect misunderstandings, hostility, and other emotionally based behavior. Productive and cost-effective meetings with anyone any where at any time are possible, if the proper approach to meetings is practiced by all.
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