Conference Calling Demystified

A teleconference is a telephonic conversation between two or more individuals at different locations. Through conference call systems,all the members can get involved simultaneously and can have aconversation with the other members. How does teleconference work

Conferencing phone, easily available in themarket. An organization has to carefully analyze the availableteleconference technology to decide on the one that best suits theirrequirements. If an organization is unable to buy the costly audio conferencing equipments, they can subscribe to the teleconference facilities provided by various telecom operators.

Organizations availing teleconference facility areprovided with a phone number which every person, who wants to join theconference, will have to dial from their conferencing phone.They are also provided with two unique PIN numbers. One is for themoderators, organizers, special guests and the other is for rest of theparticipants.

Most teleconference service providers charge by theminute. Some allow unlimited members to participate while some chargefor every extra member.

Teleconferencing can serve a lot of purpose for an organization. Following are some of the main advantages:

• Teleconferencing provides access to far away locations
• Greater participation would mean more ideas and diverse point of views
• It would save time and travel cost
• An audio conference can be upgraded to a video conference by adding desktop video conferencing systems.

An individual, who is appointed as the moderator, handles all the conference call systemsin the organization. That person makes preparatory phone calls to allmembers and informs them of the agenda, the time of the teleconferenceand should ensure that the conference is going along the lines of theagenda.

Proper planning is essential in the successfulimplementation of a teleconference. Every member should be aware of themain agenda and should be provided adequate time to put forward theirview.

Drawbacks of teleconferencing

Although it is a very beneficial setup fororganizations, yet it is not free from its set of drawbacks. Some ofthe major drawbacks are:

• It could get difficult to handle a large group of people, whoare trying to speak at the same time. Although a moderator isappointed, yet it could get difficult for that person to handle such alarge group
• If a company is purchasing all the required audio conferencing equipments, then the total cost of holding a teleconference can get a little high
• Due to the coordination required between all members, holding a teleconference can take a lot of time to organize.
• Teleconference eliminates the face to face conversationbetween people, which we know is essential in conducting businessefficiently.