Choosing a Conference System

Whether it is due to geography, logistics or a desire to help protect the environment, conference calls are now an essential part of everyday business communication. Audio or video conferencing - or teleconferencing - is a vital communication tool. By communicating by phone, albeit via conferencing units, decisions can be made quicker and without the associated time and monetary costs of traveling to various locations. Also, important information can be relayed and problems resolved in significantly less time than face-to-face meetings.

Most business phone systems can only connect a few callers at a time and as such conference units are a much more effective method for larger numbers of people as they allow you to connect more people together without having to invest in additional expensive equipment.

It doesn't matter whether you want to set up a conference call for 4 or 40 people, this conference system buyer's guide will help you select the best conference unit for you.

Teleconference Options

There are two basic types of audio conferencing - Operator Assisted and No Operator. The No Operator option is the most popular type of conferencing as a conference call can be set up by anyone at anytime. This option is frequently used by people looking to hold remote meetings with other employees or other businesses. Operator Assisted calls are used when operator assistance or hosting is required.

Business Conferencing Features

Conducting a meeting over the phone has many benefits, but as participants are not face to face there are times when some additional features are required. Web conferencing is the latest conferencing feature available. Web conferencing allows users to deliver presentations online to add content such as images or charts to complement the conference call. This may include a Microsoft PowerPoint slide show, a web site tour or viewing digital images such as photographs.

Conference Management

In a meeting room, it is quite straightforward to control the tempo of conversation, however, control is more difficult to establish in a conference call. Call monitoring ensures that an operator is available at all times for the conference. This allows participants to be added in the middle of the discussion, or for other features to be accessed. Faxing mid-conference call can allow relevant information to be circulated at the most appropriate time.

Subconferencing allows designated participants to talk privately within the main call. Those who exit the conference for a confidential tête-à-tête later have the option of returning to the main conference call when the discussion is concluded. In most cases, several subconferences can be established within any one call.

Large conference calls

Some business conferencing services can handle conferences of more than 3,000 people. However, this many people requires careful management and in reality, only a few people actually talk, the others listening to what's being communicated. In order to avoid large scale background noise, call mute buttons can be used, especially with this many people.

Polling allows participants to vote on particular issues. By pushing a touch-tone button, participants can accept or reject proposals in the conference. The operator tallies votes in real time for the chairperson and can provide a printed summary if required.

Connectivity & Expansion

In addition to traditional analogue conference connections, some conference units also allow you to use your computer to make VoIP calls. GSM and wireless DECT phones are connected via an accessory cable. Conference units that support SD memory cards allow users to record calls for future playback.

Expansion microphones can be added to effectively double the pickup range of the base unit. This is especially useful for larger rooms. Wireless headsets can be connected to certain conference units.