It’s not always convenient or cost effective to have a face-to-face meeting but sometimes emails and social media messages aren’t enough. In the modern work environment, conference calls are an important facilitator of communication and collaboration. However, every business has different needs. Some workplaces have remote meetings daily while others may only have them once a month or if something unusual occurs. Some will have five participants, others will have 20.
This means each office will require a different conference call service. It is a waste of money to invest in an expensive service if you won’t need it often. In fact, you could even benefit from a free conference call service. On the other hand, you shouldn’t skimp on a conference call solution if there will be frequent, heavy usage. Here’s how to choose the right service for your needs.
Look into their call quality
This is one of the most important criteria. You don’t want calls to drop out during important meetings. You don’t want to struggle to hear the CEO when he’s giving a major report. It is, therefore, important that the vendor scores highly in the area of call quality. Look for as many online reviews as possible and arrange a demo to test the service. Test landline, cellphone, and internet call to make sure they all work adequately.
Get details about call management and recording
Find out exactly how the system works. The person taking charge of the call most likely has certain goals and needs to manage the process. Can they mute certain callers? Can they record the entire call? What format can they store the recordings in? Depending on your operation and the nature of your calls, these and other details may be important to you. Make sure you ask about them before you sign the check
Ask about plan flexibility
Your organization will change over time. You may expand to new locations, add new team members or even scale down to a leaner organization. What happens if you need extra capacity for a one-off call? It is best to have a conference call service which can be adjusted to meet your needs. Pose as many potential scenarios as possible to ensure you know what you’re getting into.
Make sure you know about the cost of the service and what’s included
It’s important to assess costs against value. Don’t just look at the price; determine whether the plan includes all the services you need or if there will be extra fees. Conversely, make sure you aren’t paying for bells and whistles which you won’t use. If there is room for customization, consider how much it will cost. Before you commit to a conference call plan, know exactly what will be coming on the first bill.
If you’re looking for a new conference call provider, take your time and do your research. Make a list of the specific services you require and then see if you can find them for a price your business can manage. Don’t be afraid to ask lots of questions of prospective vendors.