Conference Call Meeting: Types, Benefits & Best Practices

There are three main types of conference calls: audio conference calls, video conference calls, webinars, and virtual meetings.

Audio conference calls are traditional communication methods that allow multiple participants to connect using a shared phone line or a conference call service. They are commonly used for quick discussions, team meetings, or updates when visual aids are unnecessary.

For business purposes, audio conference calls are relatively more cost-effective and straightforward than video conference calls and webinars.

Video conference calls allow participants to see each other in real time through video, promoting better engagement and understanding among team members. They are ideal for presentations, brainstorming sessions, and interviews, as they are equipped with features like screen sharing and chat functions, further enhancing collaboration during meetings.

Webinars and virtual meetings are often designed for larger audiences and include a presentation component for information sharing using slides or multimedia content while allowing for limited interaction from attendees through Q&A sessions. Both formats serve distinct purposes in business communication and also present a valuable platform for training, marketing, and team collaboration.

1. Easy scheduling with calendar integration for reminders and invitations via email or messaging apps.
2. Screen sharing for presentations and collaboration.
3. Collaboration tools like whiteboarding and real-time editing promote teamwork.
4. Recording options for discussion review and training and future reference.

Businesses hold meetings to brainstorm, share information, collaborate, and make decisions. However, in large teams, not everyone can attend such meetings all the time due to business trips or other commitments, so making immediate decisions can be challenging. Conference calls offer a solution in such cases, especially when the remote work culture is growing.

Conference calls are vital for facilitating effective teamwork and decision-making.
It helps team members in different locations communicate better, boosts productivity, saves travel costs, and ensures everyone is included in discussions.

• Conference calling reduces travel expenses, saves time, and allows teams to connect without needing in-person meetings.
• Quick meetings in conference calls enhance overall productivity by enabling teams to make timely decisions and address issues efficiently.
• Conference calling allows participants to join from anywhere and allows remote team members from diverse locations to contribute equally.
• Conference calls help maintain continuous collaboration among team members, fostering a more connected work environment.

Some best practices for making effective conference calls are preparing beforehand, managing participants and encouraging engagement, following up when needed, and considering time zones.

• Set a clear agenda and prepare any necessary materials to ensure a focused discussion.
• Assign roles to participants and ask direct questions to keep the conversation on track and engage all participants.
• Summarize key points and act accordingly to ensure everyone is aligned and aware of their responsibilities moving forward.
• Be prepared for potential technical problems and network issues. All participants must know how to use the conference call system.
• Engage participants during long calls by conducting interactive polls and encouraging questions throughout the discussion.
• Schedule calls thoughtfully by considering different time zones so that you pick suitable times for all participants.