Teleconferencing

Guide to Teleconferencing

Span the globe using teleconference services to set up your next meeting
By Michael Berman

Teleconferencing services cover a wide range of communications that, essentially, bring a group of people together in one virtual location. Accomplish this in several ways, ranging from the extraordinarily simple to extremely complex.

Hosting a teleconference may be the best way for you to bring all the key players in your organization together for a meeting, no matter where they're located. In fact a teleconference can be:

1. A simple three-way phone teleconferencing hookup using your local telephone company.
2. Internet Relay Chat (IRC), using a chat service that allows you to combine computer technology and video to meet online.
3. A conference call set up through a teleconferencing service, where everyone dials a specific phone number and passcode.
4. Web conferencing, where attendees can use the power of the worldwide web to deliver presentations and communicate with each other.

Action Steps

The best contacts and resources to help you get it done

Use IRC software IRC is a simple teleconferencing solution where all attendees use a 'chat' service, logging in using a user name and password.

I recommend:  Check out chat services provided by Yahoo, Microsoft and AOL to determine which one suits your needs. Although most IRC services require you to type in your messages, some allow webcam hookups and Voice Over IP (VOIP) communication. Trillian, an independent chat service, allows you to meet with anyone, no matter which service they subscribe to.

Set up a call using a business teleconferencing service Use business teleconferencing services to set up meetings for large groups of people using telephones. Everyone is asked to call a specific number at a specific time and to dial in a passcode, which allows each person to attend the conference.

I recommend:  There are many teleconferencing companies that offer this type of audio teleconferencing solution and provide a toll-free number for attendees to call. A few of the more prominent teleconference services include ConferenceCall.com, Global Conference and InterCall.

Harness the power of the Worldwide Web Internet teleconferencing services allow you to use video presentations or communicate via VOIP and video. These types of conferences are harder to organize because they require that attendees be in areas equipped with web conferencing hardware: cameras, microphones, an Internet connection and a monitor or video screen, but they are especially useful for conferences that need a lot of graphics and charts.

I recommend:  Many companies use teleconference centers in major cities to hold these meetings. Companies offering these services include Genesys and ReadyComm. If you're on a limited budget, you can hold a web conference on your Personal Computer (PC) using teleconferencing companies such as Go2Meeting and iVisit.

Tips & Tactics

Helpful advice for making the most of this Guide

• Plan your call. Set up an agenda, and stick to it.
• Schedule your conference calls ahead of time.
• Notify all attendees of conference times, call-in numbers and passcodes via email.
• Have attendees mute their calls when listening to a presentation to eliminate echoes, static and other interference, especially with international teleconferences.
• Follow up each conference with transcribed notes or a summary of what occurred.
• Record your teleconference using either a recording service offered by the teleconferencing service you're using or a simple tape recorder.