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5 Tips for Conference Calls

I often work with clients remotely, so I spend a lot of time on conference calls. Here are my top 5 tips for making them better for everyone.

1. Speak up

Nothing is more frustrating than straining to hear someone mumbling quietly to the room. If you’re talking, presumably you want other people to listen to you, right?

You’re probably familiar with those lumpy phone things that get used in meeting rooms for conference calls. They have a couple of microphones for picking up the voices in the room, but usually don’t have per-person mikes. This means you get background echo mixed in with your voice, and the mike is a fair way away from you.

The person on the other side of the table is close, and doesn’t have phone system attenuation to deal with. Plus, they can get clues about what you’re saying by lip reading, watching body language, etc. The people on the phone get none of that.

You need to speak up, projecting your voice so that it can be heard clearly in all parts of the room. That way, the mikes have the best chance to pick up what you’re saying, and the people on the phone can hear you.

Also, practice speaking with clear diction. The voice algorithms used by phone companies tend to blur phonemes, so if you slur from one word to the next, the phone will make it worse.

2. Mute your phone

If you’re not talking, mute your phone.

No one needs to hear your children crying, or the dog barking, or your other phone ringing.

Take care to know when your phone is muted and when it isn’t. I’ve been on a few calls where someone made a snide aside to someone in the same room on their end that wasn’t intended to be heard by everyone.

Only they weren’t muted at the time. Oops.

3. Announce your presence

There are some sneaky people who dial in to a conference call, and then sit silently (with their phone muted, if they’re super-sneaky), listening to what others have to say.

It’s true that you can find out some interesting things with this technique. Many a time I’ve heard people badmouth a colleague on a conference call, only to have them pipe up and inform everyone that they heard every word.

It’s important that everyone in a meeting knows who else is there. The sneaky technique above is underhanded and disrespectful to your colleagues. Don’t do it.

4. Be on time

A conference call is just a meeting. Being late for a meeting is poor form. So it is for conference calls.

Some conferencing systems announce your presence to the whole call (see tip 3 above), so being late interrupts the person currently speaking. That’s like walking into a room 5 minutes late, slamming your notebook down and saying “Hi everyone! I’m here!” in the middle of the VP’s opening statements.

5. Take turns politely

If you’re on the phone, and there’s a room full of people on the other end with three talking at once, you can’t pick them out spacially because you only have one sound source: your phone. This makes it even harder to figure out what’s being said.

Make sure there’s only one conversation going on at a time. And don’t talk over one another. It’s rude normally, but it’s worse on a conference call.

Conferencing systems tend to favor a single voice over all the others, too, so if you’re talking, you can’t hear anyone else, and they can’t talk over you.

I’ve been on a few calls where someone on the phone was droning on and on about something irrelevant, and the meeting chair couldn’t get a word in edgewise to interrupt and keep things moving. That person’s reputation suffered as a result.

Don’t hog the spotlight. Make sure you yield frequently so other people have a chance to speak.

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Posted in Business Management, Tip.

Thoughts on Air Travel

Last week I had quite a shock: The Australian domestic air travel experience is dramatically better than the US experience.

I’ve heard various people complain about it, and it seemed to be much the same stuff as we get here: the security theatre, queuing, delayed flights, hassles and pain.

Well yes, all those are true. And yet somehow the US managed to be worse.

I’ve done a lot of domestic air travel in Australia this year, so I’ve well versed in how it all works. However, I only had two domestic flights while in the US, so this isn’t a wide ranging survey.

It’s probable that other airlines (I flew US Airways) and airports (I only saw LAX and PHX) are better. At least I hope so. If not, you have my pity, you poor US airline travelers.

Airport Layout

One of the first things I noticed was that Australian airports tend to be more streamlined in their layout. The US experience felt messy and confusing.

I’m a seasoned air traveller, so I shudder to think what novice travellers would experience.

Checkin

Checkin is done using electronic kiosks, for the most part, and then you just drop off your bag. The first time you use it is a little unusual, but the service people are there to help you if you need them. Or you can check in online.

Finding the right bag drop queue is simple; there’s clear signage, and different queues depending on if you’re a frequent flyer, club member, etc.

If you’re unsure where to go, there’s a person or two hanging around near the front of the queueing area to help with queries, and they know what they’re talking about. I’ve never been sent to the wrong place.

For US Air, checkin and bag drop happens at the same time (in PHX). There’s a bunch of kiosk things, and you need a credit card to pay for each bag. There are only one or two service people to help, and there’s no real queue. It’s confusing and unclear what you’re supposed to do, and no real signage to help.

Common to both Australia and the US are arbitrary bag weight limits. This is important for takeoff weight calculations, I know, but I say bring on weighing of passengers like they did back in the early days of air travel. I only weigh 60kgs, so I should be able to put more in my bag if I want.

As it was, I had to transfer 5 pounds of books from my checked back to carryon to get under the 50 pound limit.. which went on the same plane. My bags were checked all the way through to international (where I have a higher limit that I couldn’t use), so my experience was limited by US Air’s annoying policy.

Is Australia, all they do is tag your bag with ‘Heavy: nn kgs’ and get on with it. Maybe the baggage handlers in the US are more concerned about lower back injuries?

Security

Lots of theatre. No surprises there.

In Australia, I don’t have to show ID to get on a plane. In the US, they check that your boarding pass matches some form of ID. They don’t check it again when you board, though. That’s trivial to bypass, as pointed out by Bruce Schneier. So it’s annoying and ineffective. Well done, TSA.

Security screening itself takes significantly longer. I don’t have to take off my shoes in Australia. However, we also have the entirely non-random explosives screening process.

There was just an extra layer of paranoia across the whole thing in the US. Land of the free? Way to win the ‘war’, folks.

The weirdest thing was the layout of the exit from the security area. You get funnelled through the X-ray machines, and then there were no obvious pointers to the exit. People just kinda milled about before stumbling across the exit. This created a blockage, and slowed the whole thing down.

In Australia, there’s a clear exit path, so it’s easy to get out after you’ve gone through all the probing and prodding. Perhaps our significant experience with sheep dipping has prepared us for designing a better system?

One final question: what are the success criteria for winning the War on Moisture?

Boarding

The boarding algorithm for planes is suboptimal. For a moment, I thought US Air were trying to use a better one by boarding in ‘zones’. I figured, ok, yeah, board from the back of the plane to the front, sure. Makes sense.

Nope. I couldn’t detect any relationship between the calls to board by zone and any kind of optimisation of the boarding algorithm.

I timed it. It took 25-30 minutes to get a 737 (25 rows of 6, 3 each side) completely boarded, with no late passenger delays.

In Australia, boarding takes half that, and it’s still not optimal. What on earth is going on?

Also, the draconian checked back limits means people have metric assloads of carryon, so the overhead space fills up in seconds. Maybe that’s the cause of huge boarding times: people searching for somewhere to store their bag?

I just bung my laptop bag under the seat in front. Saves a bunch of hassle. But I’m short and don’t need the extra legroom. One advantage, at least.

Finding Your Way Around

Airports in the US are much the same as in Australia, with one exception: signage.

I found it trickier to locate things like bathrooms and baggage collection. Perhaps I don’t have the same social cues that US folks are used to, but I had to really concentrate on locating the appropriate signage to point me to where I needed to go. Often there’d be one sign saying “it’s up this way”, but that would be it. I couldn’t find the Qantas club lounge in terminal 3 at LAX at all.

Asking official airport people gave mixed results. Several times I was advised to go a certain way, and I did, only to find 25 metres later that, no, I should have gone the other way. Or, yes, I could have also gone the way I asked about, but I got sent the long way instead for some unknown reason.

Most odd was the sheer number of people supposedly there to help you. I’d guess at 2-2.5 times the number of people doing the same job as a single person in Australia. I don’t know if that’s because Australia is understaffed, or if the low minimum wage in the US makes hiring more people cheap, though I strongly suspect the latter.

However, there’s one thing I absolutely loathe about Melbourne International: the duty-free store is directly in the way after you clear customs on the way out. It’s like walking directly into the perfume department of a big department store, at the same time as 200 other people.

You have to wend your way between all the merchandise before, finally, after 50 metres, you’re in relatively clear space. Ugh.

At least on the way back in there’s a corridor on the side that bypasses all the displays.

Conclusion

I can totally understand why US airlines don’t make money. The experience sucks.

The Australian experience isn’t as fun as it used to be, but it’s still a notch or two above ’sucks’ most of the time. The US experience basically defaults to ’sucks’, and dips below that more often than it rises up to ‘tolerable’.

Which is a huge shame, because the US is mostly a nice place that I’d like to see more of. The prospect of having to fly around it kinda puts me off, though.

So bravo to the Australian domestic airlines, and a supporting bravo to the airports themselves. You’re doing much better than your US compatriots.

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Posted in Design, FAIL, General, Tip.

Stop The Innovation, I Want To Get Off

You can hardly move these days without bumping into someone innovating these days. Every blogger, every gadget vendor, every tech pundit, every politician. Twitter is awash.

It’s an All Innovation, All the Time mega-festival.

Or not.

No, It’s Not

Most of what’s happening isn’t that innovative. It’s incremental improvements that are largely obvious, but still good and useful. Nothing wrong with that.

And sure, doing anything even slightly new can be lumped under the catchall term ‘innovation’ if you want to. It’s a very shiny bandwagon, so why not jump on? You’re totally a unique and innovative slowflake. Just like everyone else.

More insidious is the pointless re-implementation of existing ideas, but in New Fashion Colours! and calling that innovation.

So you’ve discovered Karl Marx or Ayn Rand? Wow. No, I’m sure no one has ever though of applying those ideas to how people live their lives today. Yeah, you should totally start a blog about that.

Spare me your derivative Manifesto, Mission Statement, Vision or Information Product (How To Twitter Your Way to Total Happiness, available for a strictly limited time at the low, low price of just $97!)

Innovation? Bah.

The Infection Spreads

This culture of the Perpetual New has infiltrated even the most conservative of public institutions. What were once staid and traditional places (politics, banking and finance) are now seemingly overrun with innovation pundits.

Derivatives caused us all kinds of problems. We need better, faster derivatives! We have the technology, we can rebuild the world economy!

Doing things well using the stuff we have is old hat. We need to be New! Vibrant! Exciting!

What new piece of software can we buy to solve all our problems? What about Silver Bullet 2.0?

If I wear this new dress, maybe my customers will like me again?

The Focus is Wrong

Now you might be thinking that I’m becoming a neo-Luddite (my contribution to innovation. You heard it here first!). Maybe, maybe not.

I’m a big fan of purposeful change. I think getting rid of old, broken things in favour of new, working things is great. I want things to be improved upon. I want things to suck less.

That’s not what’s happening.

My issue is the neglect of things that were working quite decently until they started to get ignored. Things require maintenance, and when you neglect them because you’re spending all your time on building new things, the old things start to fall apart.

The fixation with newness is causing resources that used to be spent on maintenance to be spent instead on New Shiny things for no good reason other than that they’re new and shiny.

And then people act surprised when the old stuff stops working properly. But hey, that gives me an idea! An innovative idea!

Why not just throw out the old stuff that’s breaking and replace it with this shiny new stuff!?

What could possibly go wrong?

Shoulders of Giants

Here’s what the smart people are doing. Quietly, because that’s their style. You won’t hear about this in the papers, because it’s not New and Exciting:

They’re using the stuff they already have!

The smart folks look at the problem they need to solve, and they first try to use the stuff they already have to solve that problem. If they can, great, problem solved. Total cost: $0.

Maybe they need to change the way they use the stuff they already have a little. A bit of tweaking, problem solved. Total cost: $tiny

Maybe they have most of the solution, and an upgrade here, an extra part there, and bam! Problem solved. Total cost: $small

They don’t look at a problem and immediately decide that they need to completely rebuild the whole factory for total cost: $bignum without first seeing if there’s a way to reuse what they’ve already paid for.

Sure, it’s not as exciting. It may not look as dramatic on your CV. But it works, it’s faster, and it’s cheaper. And then you have a bunch of free time and cash to spend on being really, truly innovative. And you’re still making money from the job you were supposed to be doing all along.

If you’re competing with the smart folks, and you’re spending $bignum while they spend $small to solve the same problems, who’s being the most innovative, do you think?

Here’s a hint: It isn’t you.

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Posted in Business Management, FAIL, Marketing, Rant.