When you can't meet face to face, a telephone conference call can be the next best thing. Such a service can safe you both time and money. And you are able to communicate more effectively and keep in contact with your business associates in another state or a major client halfway across the world.

Educating yourself on toll free conference call technology can enhance your abilities on how to use the system and clue you in to what features your office will use. You'll also want to keep aware of new advances so that your system doesn't become outdated.

Consider the following for your education and training needs:

1. Teleconference applications can be infinite, from new employee orientation to regional meetings with branch associates. Make sure everyone who utilizes telephone conferences receives proper training on how the system works so that it can be used appropriately.

2. Toll-free conference calling education and training should include the different types of conference calling available and how each can be applied in a business setting.

3. Explore the different features of conference calling and evaluate which ones would be most beneficial.

Action Steps
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Learn more about teleconferencing and get answers to specific questions

Can't make heads or tails of what teleconferencing is and what it could mean for your business? Online resources can help you figure it out. Most conference call providers supply information or you can look up independent articles as well.

I recommend: Read a Conference Callings article on teleconference basics. Check out No Cost Conference's Frequently Asked Questions section. Most likely there is an answer to a question you've been pondering.

Access a live demo from conference call services

If you still can't picture in your mind how the whole system works, consider a demonstration. By showing you one-on-one, vendors can help you learn more about how the teleconference network could benefit your organization and in what instances you would use it.

I recommend: Budget Conferencing and Genesys Meeting Center both offer free demonstrations. All you have to do is sign up.

Utilize a free trial on toll free conference calls

You've read about it and have seen it demonstrated. The next best thing? Do it yourself. If you learn by doing, you may want to sign up for a free trial with the phone conferencing provider you hope to select. This way you can get a feel for how the service will work for your business.

I recommend: WebConference.com offers a nine-day trial where you can try out a particular plan. At SaveOnConferences.com, get the first 60 minutes free.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Learn more about operator attended conference calling services. Calls involving investor relations may need to be monitored by an operator by law and due to the sensitive nature of financial data.

Every business needs conference calling capabilities. Teleconferencing is an important part of today's business world. Toll free conference calls allow you to stay connected with other offices, host meetings, train associates and discuss business with ease and professionalism.

Selecting conference calling services doesn't have to be an arduous process. By having an idea of what features you need and want to have, you'll save money by not purchasing extra features that are not necessary. This allows your business to perform at an optimal level with the conference calling features you need.

1. Know your conference calling services needs.

2. Evaluate customer support.

3. Take advantage of free trials.

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Consider the ease with which you can make your toll free conference calls

You want to be able to make your conference calls reliably and with ease. In addition, you want to have specific features for your associates. Consider recorded play back for training sessions or roll call to make sure you know whose attending the calls. Make a list of features you need and seriously consider whether you'll use each feature before you sign up for them.

I recommend: Free Conference has built their business specifically with ease of use in mind. Budget Conferencing also showcases a simple to use process that allows you to sign up and make your calls quickly and easily.

Customer service counts

There will be times when you have questions regarding your teleconferencing service. Select a company that provides readily available customer service so you can get the answers you need when you need them, allowing you to continue to focus on your work rather than your conference calls.

I recommend: Conferencecalls.com has a reputation of impeccable customer service. Budget Conferencing has live operators standing by to help you overcome any issues or answer your questions 24 hours a day.

Take advantage of free trials

Several teleconferencing services offer free trials. Take advantage of those free trials so you can use and evaluate the services provided. Free trials allow you to test the conference call services, the ease with which you can use them and their reliability prior to signing a contract for long-term conference call services.

I recommend: Phone People is a company that not only offers a free 7-day trial, but it also allows you to select your 800 number from those available. Global Conference Call also offers a free trial as well and with a flat monthly rate rather than the more traditional fee per minute.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Consider teleconferencing services that don't require you to sign a contract. For those businesses who only occasionally use teleconferencing services, this may be a money saving option.

Whether you need to make an announcement that's heard simultaneously by employees across the state or conduct a training session or sales meeting for employees across the country, toll-free conference calling — also called teleconferencing — is a simple, fast and efficient way to get the word out.

Toll-free conference calling involves designated participants calling into a given 800 number at a specific time. The call organizer takes it from there and is able to speak to the group, allow others to speak to the group and record the call for future reference, among other things. With such technology comes new terminology, and there are a few basic terms that are good to know.

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Passcode or access code

Once participants dial into the toll-free number they've been provided for the call, an automated voice asks for a passcode, also called an access code. The passcode is usually a five- or six-digit number, and it's the only way to be directed into the right conference call. The conference call organizer is given this code when he or she schedules the call and should pass it along to each participant, letting them know they'll need to enter the passcode once they dial the main 800 number.

I recommend: A handy list of tips at All Conferencing includes a note on the reasons for and the importance of passcodes.

Line muting

Background noise can be a major distraction on conference calls, and line muting provides the ability to block some or all of the audio coming from participants. With most conference calling services, the call organizer can choose to line mute specific individuals or everyone on the call. Participants have the ability to mute and un-mute themselves as well, enabling them to continue listening in on the call without others being subjected to distracting background noise such as a TV, a snoring dog or other people talking in the background.

I recommend: Entry #7 at Passion for Business addresses the usefulness of line muting.

Dial out

Rather than having your participants dial in to join the conference call, many services now offer a dial out service where operators or an automated system calls participants and invites them to join.

I recommend: Take a look at the detailed dial out explanation offered at Greymouse Teleconference.

Teleconference bridge

A teleconference bridge is a combination of hardware and software that funnels many digital voice lines into a server, mixes them, and then sends them back out over those multiple lines.

I recommend: Tech-FAQ offers a comprehensive definition and explanation of the term teleconference bridge.

Moderator

The moderator, also referred to as the call organizer or leader, is in charge of the majority of functions during the conference call. Responsibilities can include informing call participants about the call and call-in instructions, starting the call, doing roll call, keeping the call on track and ending the call. A different call-in number often differentiates the moderator from the participants.

I recommend: It's a good idea to review the reasons for and role of the moderator at Telebridge, a site that also lists teleconference etiquette that moderators can share with call participants, especially newcomers.

Web conferencing

Web conferencing, or web-based conferencing, is a relatively new technology spun from traditional conference calling. Web conferencing allows a visual aspect to be added to the conference call when it's important or beneficial for participants 'see' rather than just 'hear' the presentation. Rather than dialing into a phone number, participants are instructed to click on a link to join the call.

I recommend: WebEx offers web conferencing services and a nicely detailed explanation of how it works.

Toll free conference calls are good for businesses that do a lot of long distance phone services, such as teleconferencing meetings, either between different office branches or with clients; sales meetings; or any other meeting between two or more offices. By using conference calling services that provide your business with toll free conference calls, you can save your business a lot of money in comparison. Before signing up with a conference calling service, you'll want to learn some basic information on toll-free conference calling for beginners.

There are several features conference call services can provide you. Before using one, you should learn the basics of toll free conference call services, teleconferencing services and conference calling services different office branches can use to communicate.

1. Find out the basic information about toll free conference calling services.

2. Find out the basic information about teleconference services.

3. Find out the basic information about conference calling services between office branches.

Action Steps
The best contacts and resources to help you get it done

Learn the basics of toll free conference calling services

Toll free conference calling services allow your business to conduct long distance phone calls to clients and customers, conduct regional or national sales meetings over the phone, conduct multi-vendor conferences, and conduct team meetings between different offices. By using one of these services, you'll be paying one monthly fee for all of your long-distance teleconferencing needs, which will save you money over time. Many of these services also provide you with playback services, so you can review your meetings and conferences. You can choose your service based on the amount of hours they provide.

I recommend: TollFreeConferenceCall.com gives you a brief overview of what toll free conference calling services provide. Live Office Teleconferencing tells you about other features these services provide.

Learn the basics of teleconference services

A teleconference service provides a place where several people can conduct a meeting over the phone from anywhere in the world. A toll-free number will be provided to the attendees to call in, and the host of the call will be able to conduct the meeting. This service is great for sales meetings between your company and clients or customers that are located in several areas. Providers of this service will let you choose what features you want to have included, such as how many people can host the call; what features the host or hosts can control, such as muting callers; and what type of reports are provided to the host post call.

I recommend: StarConferencing.com provides information on what teleconferencing services provide. Teleconferencing Services provides more information of what teleconference services can provide.

Learn the basics of conference calling services between office branches

If you have several office branches located over different areas, even different parts of the country or world, you'll need a service that can provide you with conference calling between offices. These services will allow you to conduct office meetings between all of your branches without the need for a plane ride. Each office has the same service, so they can contact each other toll free, and all be on at the same time.

I recommend: Conference Calling Today provides many features of conference calling. Conference Call Solutions provides information on how conference calling works.