Teleconferencing involves communication between participants in multiple locations using telecommunication equipment. It includes audio, video, and data exchange, and can save time and costs. Proper equipment and etiquette are important for effective communication.
A conference call is a meeting or conference held over a telephone or network connection between participants in remote cities or workplaces. There are many types of conference calls, with the simplest form involving the use of a speakerphone at each location to conduct an audio conference. The most sophisticated conference call meetings involve the exchange of audio, video and data. The term conference call can also refer to a live event that is broadcast via satellite to various locations simultaneously.
While teleconferencing is a broad term that includes a variety of options, the foundation for all teleconferencing involves the use of telecommunication equipment, users in multiple locations, and collaborative communication between participants. Basic audio conferencing is essentially a conference call. Audio graphics, another form of teleconferencing, allow participants to share graphics, documents, and video in addition to audio; and involves additional equipment such as electronic tablets, scanners and voice data terminals.
Email is a common example of a computer conference call. Through the use of additional equipment, primarily a TV camera, a video conference call looks more like a face-to-face meeting, incorporating the ability to view participants in all positions. Many companies have a videoconferencing room permanently equipped with the necessary equipment.
The many benefits of teleconferencing for schools and businesses include the savings in travel time and costs of getting all the participants in one place. In urgent cases, holding a conference call can be much faster than setting up a meeting. Another benefit is that, due to accessibility, a conference call allows large groups of participants to feel included in meetings and decision-making. If needed, a school or business can encrypt the signals to ensure secure communications during a conference call.
When choosing equipment for a conference call, consider several factors. If you are using a webcam, test it beforehand to determine that the camera is within an acceptable distance. A wired phone line is best for clarity. If you are using a cordless phone, be prepared to switch frequencies if you experience interference during the conference call.
Cell phones and speakerphones should be used as a last resort. Cell phones often experience interference and speakerphones pick up background noise and often produce echoes. Microphones are useful for reducing background noise.
A conference call requires specific rules of etiquette. Each participant should announce when they join and leave a teleconference. Those involved should speak clearly and slowly, avoid monotonous speech, and describe any body language that is important to the conversation. Due to the sensitivity of telephone equipment, participants should avoid extraneous noise such as leafing through documents or touching fingers or a pencil.
From an engagement standpoint, it’s helpful to use attendee names throughout the meeting. Vary the speaker frequently so you don’t lose focus. Regularly ask for feedback or answers.
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