Let’s face it; the business conference and conference phone are not new concepts. For years, companies have relied on bringing people together from multiple environments and landscapes for meaningful conversations. “Conferences” often involve input from various staff members and external contacts, such as shareholders, partners, and contractors.
Of course, how we host conferences has evolved somewhat over the years. In the past, most conference conversations took place in person, with people sitting around a table, sharing ideas, and making notes on a whiteboard. As the technology evolved, the conference phone became an effective way to connect distributed contacts for a multi-person conversation.
Today, the conference phone remains an important part of the communication technology stack for most companies. But what exactly are they?
What is a Conference Phone? An Introduction
Simply put, they’re a special kind designed for use in calls requiring multiple people’s input. In a conference call, several participants “dial in” to a virtual room, where they can speak to each other in real time.
Conference phones often include a 360-degree microphone which allows them to pick up the voices of various people at the same time in a meeting room. In many cases, physical conference phones also come packed with additional features, such as a keypad or touch screen for dialing phone numbers, a display, and even integrations with common collaboration apps, such as Microsoft Teams or Zoom.
Depending on the nature of the business using the asset, conference phones are available for use with ISDN, analog, and VoIP connections and specific phone systems. Some devices also have the option to connect to external, individual microphones for better voice clarity. Other features of modern devices:
- Video capabilities for video conferencing
- AI virtual assistants with natural language processing
- Access to a company’s phone directory system
- Conference bridges to connect various forms of phones
- Specialist microphones capable of blocking out background noise
- Features such as the ability to hold or transfer a call
What is a Conference Call?
Conference phones are designed to enable and optimize conference calls. These are group conversations that allow multiple participants to participate in a call at the same time. Via conference phones, people can join calls by dialing a shared number on their devices.
In recent years, as our concept of conferencing has evolved with the introduction of collaboration software and tools, the definition of conference call has also changed. Many people refer to conference calls as conversations over computer software such as Microsoft Teams, Cisco Webex, or RingCentral.
A conference that includes other media, such as video, can be referred to as a video conference call. A discussion that provides real-time screen sharing, content sharing, and other collaborative features is usually called a “web conference.” Today, most conference calls are held using online technology. However, most forms of conference call still require the same technology, including:
- Hardware: A conference call requires a dedicated conference phone or access to a microphone, speaker system, or desk phone capable of connecting with the conferencing software or environment through a bridge.
- Dial-in numbers: A dial-in number is the telephone number participants use to enter a conference call. A service provider usually delivers these numbers, but it is possible to purchase dedicated dial-in numbers in some cases.
- Access codes: Access codes are one of the solutions used to secure a conference call. An access code ensures only the correct people can enter the call. It also stops people from dialing into a conversation at the wrong time.
The Common Types Today
Conference phones, like many tools used for communication, have evolved throughout the years to become more efficient and productive. Today’s most common form of conference phone is the “IP phone,” which transfers data between contacts using Internet Protocol technology.
Today’s most common types come in the form of:
- Hard phones: hard phones are a type of unique desk phone which might look very different from a traditional handset. Usually, rather than having a receiver that lifts off a base, these products have flat bodies with a built-in microphone and speaker. The microphone can capture multiple voices from different locations throughout a room at the same time. On the other hand, the speaker ensures everyone can listen to the input of the people dialing into the conference phone.
- Video Conference Phones: Video phones combine the technology of the standard IP conference phone with video technology. These products have become increasingly popular as the demand for video interactions continues. Cameras are connected to a PoE for the conference phone via ethernet cables, allowing users to see the people they’re connecting with. Video conference phones can also come with connectors for displays and screens.
- Web phones are hardware solutions designed specifically for web conferencing and collaboration technology, such as Microsoft Teams. They come with access to a specific conferencing technology and allow users to schedule meetings and conferences using a touch screen. These tools can also allow for sharing documents and screens simultaneously as audio and video.
- Softphones: softphones have similar functionality to hard phones in the conferencing environment but exist instead as software. This software can be installed on a tablet, computer, or smartphone, to provide the device with the capabilities of a VoIP phone. The application available will often include everything a user would expect to access from a softphone, including a simple user interface and access to integrated conferencing and collaboration tools.
The Evolution of the Conference Phone
Though the conference phone has been present in the business landscape for some time, it has transformed significantly over the years to suit new kinds of meetings and collaboration sessions. Today’s conference phones can be simple tools for connecting multiple users via audio or complex video and web conferencing solutions.
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