Toll Free Conference Calling Facts You Should Know

by Takuya Hikichi

Do You Need A Toll Free Number or Free Conference Provider?

If you're looking for a toll free conference service, do you mean a 1-800 (for US, 0-808 in Britain, 0120 in Japan etc) conference number or do you mean a "free" conference service provider?

If you're only looking for a free service provider, Google online and you should not have any problems finding free service providers from the search results. The majority of calls are free until they either 1) reach certain number of callers dialing in or 2) start adding advance features. The advance setting includes audio recording, web conferencing, and finally the "toll free number", which may or may not be provided freely.

If you need an 1-800 number line (as in the case of 1-800 numbers), then here are some options.

Setting up A Separate Toll Free Number to Connect

One alternative to creating a toll free conference number is by setting up a separate forwarding service. You can set up a 1-800, 1-888, 1-866 numbers at very reasonable price today and all you need to do is to forward the incoming calls to the conferencing line. This way, you're not narrowing your service provider options to companies that offer a 1-800 dialing number provider.

Setting up An International Toll Free Line

It may be obvious to most people that not all 1-800 numbers can be accessed from outside the US, but less obvious that some numbers can only be accessed from the state assigned. In other words, if you have a "California only" 1-800 number, you may not be able to dial in from New York. Be sure to double check that your assigned number places no geographical limitation.

If your toll free number restricts international calls, you'd need to set up a forwarding service from a regular number to 1-800 number. This may sound strange, but in some cases, that's the only way to accept international callers. You would tell the international callers to call non-800 numbers then forward incoming calls to your destination number, which is your 800 conferencing number.

Last But Not Least

Don't forget to provide the callers with conferencing ID number to join the meeting if your calls require it.

Are Business Conference Call Providers Worth the Money?

by Takuya Hikichi

"Business Conference Call Providers" Defined

By definition, providers that cater to businesses rather than residential customers consist of this group. Sprint (Embarq), Verizon and AT&T are examples of carriers providing business accounts.

Are There Differences Between Business and Residential Conference Services?

Billing is conveniently organized in one statement, and is a benefit from accounting standpoint. But as far as the use of conferencing, dynamics change depending on what technology you're going to be using. If it's just "audio only" conference, the only difference between a business call and residential call is the size of callers participating.

It's possible to host or dial into a meeting even from a residential line. Having said this, the only difference of business account and residential conference plan is that your organization operates a business. Nothing else truly differentiates those two other than keeping bills separate from your residential line.

Types of Providers

If you're looking for an audio only conferencing simply Google "Free conference calling" online. By signing up with a provider, you'll be given instructions how to host a meeting; things like passwords or event ID. You can then distribute details to the participants so they can dial in for the meeting you host. This is very popular with webinars and it's the most basic form of business conferencing online. If you're a participant, dial in with the event ID and password you receive from the host to participate in a call. If you're calling in with a group of people, consider getting a speaker phone specifically made for meeting rooms.

If you prefer getting a calling plan, your local telephone companies will provide you with access to operator assistance, convenient billing, and you may be able to lease a conferencing device or speaker phone such as one from Polycom. Call your local business telephone companies for details.

Features to Add On

After determining the number of callers participating and figuring out how many locations people are calling in from, it's time to decide what features you need to add to your conferencing service.

Do you need speaker phone for your meeting room? Do you need recording? Do you need camera to you can watch each other with other callers? Do you need desktop visual aids?

Once it goes beyond the "audio only" meeting and requires features, your need will determine which conference provider can assist you. For example, your callers might want to have the option to call in using Skype, but if your provider doesn't support this ability, then you'd have to look for another company.

Conclusion

Determine whether or not your business truly needs a monthly calling plan from your local telephone company or you can simply use free conferencing services you'll find on Google.

If you need operator assistance or prefer having the assurance of knowing dialing into the same number every week during the same time, you could look into a calling plan. Since so many audio only meetings can be facilitated free online today, know in advance that buying a conferencing plan from your local telephone company isn't the least expensive option. Consider all the options before signing up for a calling plan -- your business might only need a free conferencing service.

Conference Call Recommendations

by Lee Simonson

Conference call service recommendations depend on the type of quality and service you need. If you are casual user who likes to talk to friends, a free conference service would be fine. However, businesses and associations would need a more professional service that is more reliable and geared toward providing customer service.

If you are a business, organization or association and are looking for conference service options there are many recommendations, including these top 6:

1) It's always best to provide an 800 call in number for customers and prospects, so they don't have to pay long distance charges to listen to you trying to sell them something. Conference calls that take place among internal company colleagues and associates usually wouldn't need a toll free number to call, since the long distance charges they pay would be less than paying for toll free service. So, the recommendation here is to have a toll free conference service for customers and prospects, and a non-toll free service for internal company calls.

2) Don't buy conference bridge hardware for your company if your conferencing costs are less than $2500 per month. Instead of getting hardware, just rent the service. You'll send up way ahead. Not to mention you'll be saving a small fortune on maintenance and line charges.

3) If you are an occasional conference user and only conference once or twice a month, you are better off on a pay-as-you-go basis. You only get billed for what you use. On the other hand, if you are heavy user you should get the fixed or flat rate conferencing service that gives you unlimited usage for a set rate each other. There are no per minutes charges with the fixed rate service and you can talk as much as you want, anytime you want.

4) If you get the unlimited fixed rate service, and want to add the convenience of a toll free number, you should consider a "hybrid" approach. Get a toll free number and have it "ring to" the flat rate conference bridge. So, very simply, you can save a ton of money by having your associates call the regular toll number to get into the conference, and at the same time, have your customers or prospects use the toll free number to end up at the same place. That way, you aren't paying for toll free expenses for everyone -- you are only giving the toll free number out to the people who need it. Everyone else is using the conference service for next to nothing.

5) Calling into a conference bridge on a regular landline phone will improve the quality of the call, versus using a cell phone or VoIP connection. If you are having quality issues, have everyone call from a regular analog landline phone. Otherwise, if the call quality is bad, you can have the caller mute himself, or the moderator can mute all the callers, or you can get an operator to isolate the issue and just mute that one caller with a bad connection.

6) If a conference call is very important, and there is a lot riding on the call (i.e. big contract or deal) you are well advised to get operator assistance. The operators can call out to each party and introduce participants into the conference. This professional touch will impress your most skeptical prospects and demonstrate you are taking the discussion very seriously. Having a professional operator handle and organize your conference with the highest level of service usually pays for itself many times over.

There are many other conference call service recommendations that you provider would be more than happy to discuss with you. Talk to a pro to get all your options on the table. Once you see your choices you can proceed confidently knowing that the program you pick is the best one for you.