Teleconference and Video Conferencing Services
Collaboration and communication in business have always been essential—but now that more of us work remotely, our interactions are often virtual. Instead of an in-person meeting, you can connect with clients and colleagues via teleconference.
While audio conferences are a great way for groups to communicate, teleconferencing providers have evolved their offering by adding video. So, instead of just hearing your colleagues’ voices, you can also see and interact with them.
RingCentral Video goes even further by including built-in collaboration tools to help you elevate your team’s productivity.
What is a teleconference?
A teleconference is an audio or audio-visual meeting with two or more participants, enabling a live exchange of information regardless of where the participants are located.
Teleconferences typically take place via mobile phone or laptop, using communications software. In a video conference, you can also use collaboration tools like whiteboards with annotation to make the meeting interactive.
But is it best to use audio or video teleconferencing for your remote meetings? Let’s check which type of teleconferencing service best fits your business.
Types of teleconference
Teleconferences can be broadly categorized as either audio-only or video-supported. Each category has its pros and cons.
Audio teleconference
Audio teleconferences, also commonly known as conference calls, are just like routine telephone calls, except that multiple participants can dial in. You still have a unique phone number and can make, connect, and receive a phone call in real-time.
Is there a limit to how many can join a meeting? Yes, but most VoIP conferencing services can still support hundreds of participants at once. Even most audio conferencing software can support a teleconference for up to 100 people.
One advantage of audio teleconference services is that you don’t necessarily need an internet connection. Even if you’re using traditional phone lines, you’ll still be able to join or host audio conference calls.
That means participants can join from almost any device that supports telephony—landline, cell phone, or even a computer. This flexibility is perfect for teams who are frequently out on the road.
Video teleconference
Video teleconferencing is very similar in that multiple participants can join from anywhere—the difference is that you get vision as well as sound. To host or join a video conference, you’ll need an internet connection and a device with a camera and microphone.
With a good video teleconference system, you’ll get collaboration tools to boost your remote team's productivity.
For instance, screen sharing helps you illustrate points without sending files. Video conferencing is also ideal for meetings that require visual aids, such as webinars and presentations.
Most video conferencing software can support more than a hundred people in a session, so it's a good choice for both large and small teams.
Additionally, with a tool like RingCentral Video, you’re able to dial into a video and treat it as an audio conference.
Video conference vs. audio conference: Which works for you?
Audio
Video
Pros
- Works without internet connection
- Stable quality
- More collaboration tools are available
- Monitoring participants is easier
Cons
- Few collaboration features
- Difficult to keep track of speakers
- Limited to voice chat
- Requires more equipment like webcams, mics, etc.
- Must be connected online
Benefits (and drawbacks) of teleconferences
Most businesses recognize the benefits of teleconferencing, but all forms of technology come with a few challenges.
Here’s a quick guide to the advantages and disadvantages of teleconferences.
Advantages of Teleconferencing
Cost-effective
With a teleconference, you don't need the whole team to convene in person. Companies can save a lot on operating costs, such as venue rentals, electricity, and other utilities. You can allocate your budget to other things, such as IT equipment.
Time-saving
Setting up a teleconference call is easy. There’s no need to schedule the meeting weeks in advance—just send an email invite and click or dial in at your set time.
Easy collaboration
For interactive online teleconferences, you can use collaboration tools like screen sharing and file transfer to communicate ideas and get your entire team on the same page.
Efficient record-taking
Not everyone can remember all the details, so the recording features built into most modern communications software helps you to review a teleconference without manually taking notes.
Mobile and flexible
Virtual teleconferencing works on a wide range of devices. To host or join a call, you can use your phone, tablet, or laptop—anytime, anywhere.
Disadvantages of Teleconferencing
Technical issues
This is a common problem, but one that’s simple to address. Before your online meetings, test the bandwidth of your internet connection and use equipment that enables high-quality audio and visuals.
Difficult to monitor
It can be more difficult to measure participation and engagement in a virtual meeting. You could do a roll call to check who’s dialed into an audio conference, and request that video attendees keep their webcams on.
Use video conferencing tools such as screen-share, breakout rooms, and the whiteboard feature to enhance engagement.
Impersonal
A teleconference can feel a bit impersonal compared with a physical meeting. But, as long as speakers can communicate ideas clearly, they can still make valuable connections in the virtual space.
What is the best teleconference call service?
We’ve explored the different types of conferences and the benefits and challenges. So, which is the best teleconference software? Step forward, RingCentral.
RingCentral provides a unified communications platform that gives you a full teleconferencing solution and more.
You can join any audio call or online meeting anytime, anywhere, and on any device—and you don’t need to toggle between different apps for audio and video conferences.
Let’s take a look at what you can get from RingCentral.
Virtual phone numbers
Get connected anytime, anywhere with a single phone number. RingCentral gives you a virtual phone number so you can use a mobile app on multiple devices from any location. With this capability, it's perfect for remote teams.
Phone calls plus more
More than just phone calls. RingCentral gives you advanced features including cloud phone, team messaging, conferencing, call-forwarding, auto-greetings, cloud storage, and more.
All-in-one workspace
Do more when you work together. RingCentral lets you collaborate with teammates during video conference calls. Share your screens, send files, and live-annotate documents to input changes and suggestions, all in real time.
Task management
With RingCentral, you can create, assign, and track tasks for yourself and team members as you work on priority projects. This will appear on the team chat, so everyone can see progress and stay on top of each task.
Seamless meetings
Meet without user limit. Invite everyone to your teleconference because everyone on your team can have their account. Participants can join video calls and audio calls straight from their web browser—so there is no need to download apps. Everyone can join with the dial-in number found in your meeting ID.
RingCentral community
RingCentral Community is a safe space where you can interact, ask questions, and share your thoughts with thousands of like-minded users (including other small business owners and managers).
Unique features of RingCentral Video Pro+ as a teleconferencing solution
RingCentral Video Pro is a free platform that gives you professional teleconferencing for a competitive edge. It’s a great starting point if you're a small business, but if you need more advanced features, here’s what’s included with the RingCentral Video Pro+ plan:
Collaboration
Aside from the usual in-meeting collaboration tools, the in-app features let you collaborate before, during, and after teleconferences.
- Team Messaging
- File sharing controls by admin (Google Drive)
- Desktop and application sharing
- Co-annotation on a shared screen
- Collaboration with internal and external users, document and file sharing, task management,
- Schedule meetings from teams, and create teams from meetings
- Private and group in-meeting chat
Seamless integration
Incompatible tools should not limit your work. With RingCentral, you can integrate applications quickly, with room for upgrades if you need them.
- Video integration within Microsoft 365 and Google Workspace
- Schedule meetings to Microsoft 365 and Google Workspace calendars
- Two-way sync with Microsoft 365 and Google Workspace calendars
- Business app integrations
- Compatible with RingCentral Rooms™ (Add-on)
- Compatible with RingCentral Room Connector™ (Add-on)
- Compatible with RingCentral Webinar (Add-on)
- Compatible with RingCentral Events (Add-on)
Efficiency
For uninterrupted professional video meetings and teleconferences, maximize these features:
- 24-hour meeting duration
- HD video and HD voice
- Host controls (lock meeting, mute all, and participant control)
- Launch up to two meetings at a time
- Maximum number of participants (200)
- Waiting room
Customization
Help your remote team feel free to share their personality and become creative as possible with customizable virtual meeting features:
- Virtual backgrounds
- Custom personal meeting ID
- Meeting password
Ease of use
Make your teleconferences easier, better, and more convenient to join or host with these RingCentral video conferencing tools:
- Single sign-on
- Join by telephone dial-in
- One-tap desktop/mobile meeting switch
- Instant join in browser with no app
- Instant or scheduled meetings
- Closed captioning
- Transcription
Business continuity
Get the most out of your video conference calls. Record, review your video meetings, and use the analytics from the app's data. You can also seek support from our customer service.
- Cloud recording (100 hrs)
- Cloud recording retention period (1 year)
- 24/7 live agent (web tickets, chat, and phone support)
- Advanced analytics
- Encrypted data in transit and at rest
- Encrypted cloud recordings
How does a teleconference work?
Teleconferencing is a simple way to hold virtual meetings. Here’s how to set up a teleconference call for audio and video—plus the answers to a few other FAQs:
Unsure about how to join a teleconference as an attendee? Here’s what you should do:
STEP 1. Wait for the meeting details
You can’t access a teleconference without the details. As mentioned above, the host will send an invite with the dial-in number, access code, or meeting ID. Take note of the information so you can input them when it’s time to enter the conference.
STEP 2. Join the call with your preferred method
You have several options when dialing into a teleconference. On the go? Join the call from your mobile phone. Want to use all the collaboration tools? Join from your conferencing service’s dedicated app instead.
Once you have your access numbers and equipment set up, it’s easy to host a conference call with RingCentral.
STEP 1. Set a schedule
To create a future teleconference, click on the Schedule Meeting button. Select a convenient time for the session and list the people joining. Once you’ve filled in and saved the details, you can send an invite to your participants.
STEP 2. Distribute access codes to your participants
Usually, the invitations will have the codes for the conference. All the participants need to do is click on them. But if you missed some people or can’t use email to invite them, give them the meeting ID or a dial-in number and access code via SMS or team chat so they can enter manually.
STEP 3. Enter the session at the scheduled time
If you’re the host, it’s good practice to be on the call before the participants dial in. For audio conferences, call the dial-in number and enter your host code when prompted. If you have scheduled a video conference, click the meeting ID or URL to access the virtual conference room directly.
There are many free teleconferencing services available if you’re on a budget. But it’s worth investing in high-quality video conferencing technology solutions rather than settling for the bare minimum. The best video teleconferencing software has some significant advantages that will benefit your business so that it will be worth every penny.
Teleconferences are used for all types of business meetings, whether internal or external. Examples of use cases are employee training, team meetings, webinars, product launches and demos, town hall meetings, board meetings, job interviews, and even HR evaluations.
With RingCentral Video Pro, you can enjoy the benefits of video teleconferencing for free. However, if you have a growing business, you can upgrade to RingCentral Video Pro+ to get extra features and benefits. For a detailed explanation of each plan, check out our RingCentral plans and pricing.
Ready to start your own video teleconference meeting? Check out RingCentral’s teleconferencing features for free: