A conference call meeting is similar to any other business meeting, but it takes place over the phone instead of in person. It's a great way to stay connected with your team without having to meet in person. First, we'll explain what conference calls are and how they work. Then, we'll go over basic steps to help you set up your first meeting. Finally, we'll cover some tips.
A online conference requires different set-up steps than a phone call. Before we get started, let's define the differences between a web and a phone conference call.
Web vs. phone conference calls
Traditionally, conference calls were performed via a desk phone and a landline connection. If you do not have a reliable internet connection, this remains a possibility. If you have a reliable internet connection, you can connect it to your desk phone and set up a VoIP service instead.
Web conference calls include more functionality than regular phone conferences. Web conferencing is typically carried out using video-enabled devices such as mobile phones, PCs, or tablets, and includes capabilities like as chat, screenshare, webcams, and others.
For both sorts of conference calls, you’ll need to sign up for an account with your selected service provider to acquire your dial-in numbers and access credentials. Once you have those, we may proceed with how to set up a conference call.
Phone Conference Calls
If you use a desk phone, your options for setting up and accessing a conference call are rather limited. You'll need to have the dial-in and access codes handy when you set up because you'll be manually entering the information into your phone. Here are some simple steps to get started:
Send the call invitation - Choose a convenient time and date for the meeting. Make a memo for the meeting participants, including all relevant details such as dial-in and access codes.
To join a conference call, enter the dial-in number on your desk phone on the conference date and time. Then, enter the access code and PIN code when prompted. Some providers combine the access and PIN codes into a single host access code, so keep this in mind. Finally, wait for other participants to join the call.
Web conference calls
Download any necessary software - Many conference calling services allow you to make calls from their website, but others additionally provide a downloadable app. These apps typically have more controls and capabilities, so it's preferable to utilize them instead of a browser for a conference meeting.
Send the call invite - As with the first step in phone conferencing, send the meeting details to your participants. Web conferencing allows you to send an online meeting ID instead of dial-in and access codes.
Once everything is set up, you can start waiting for participants to arrive. Meeting attendees will typically be displayed on the screen, making it easier for you to keep track of them. Click the meeting invitation button - When the time comes for the meeting, simply click on the meeting invitation button. You may also be prompted to input the online meeting ID. Select your connection - If you're using audio conferencing, you can choose whether to connect using your phone network or VoIP.
