Conference bridge calls allow participants to dial into a shared number, creating a seamless conversation hub in the cloud. They work with a device or software that acts as a connector or “bridge” between multiple phone lines.
Essentially, a conference bridge call allows multiple participants to join the same call, creating a platform for group communication without everyone being in the same room. This technology has been used for decades, making it easier for businesses to operate when everyone isn’t in the same physical location.
But technology has evolved substantially over the last decade. So are conference bridge calls necessary or even relevant anymore?
For remote and hybrid businesses, these group phone calls, accessible via a shared number, aren’t just relevant—they’re essential.
These types of businesses require flexibility and accessibility in their communication channels, and conference bridge calls provide just that.
Here’s When Conference Bridge Calls Make Sense
So, when video call technology is so easily available, why would you want your business to go through setting up a conference call system? Here are a few examples of businesses that may opt for a conference bridge call system over video conferencing:
- Urgency-based businesses: In a fast-paced business environment, quick communication is often needed. Conference bridge calls allow for immediate connection and collaboration without the need to schedule or set up a video call. This could be helpful for businesses such as news outlets, emergency services, or crisis management teams.
- Businesses with inconsistent Wi-Fi or internet connection: In the event of a poor Wi-Fi or internet connection, video calls can become choppy or even drop altogether. Conference bridge calls do not rely on internet connectivity, making them a more dependable option for businesses in the agricultural, field research, and tourism industries, among others.
- Organizations with shoestring budgets: In many businesses, especially small startups and nonprofits, budgets can be tight. In these cases, conference bridge calls can be a cost-effective solution as they do not require specialized equipment or expensive subscriptions. All participants need is access to a phone and the shared number to join the call.
- Remote or semi-remote businesses: While video conferencing has made it easier for remote teams to connect visually, conference bridge calls can be a more inclusive option for team members who may not have access to a stable internet connection or prefer to communicate without being on camera.
Key Benefits of Using Conference Bridge Calls
Conference bridge calls offer flexibility that video conferencing just can’t match. It doesn’t matter where your team is located—users can make calls from any location around the globe, whether they’re using a mobile device, landline, or desktop phone. Additionally, conference bridges enable call-ins even when internet connectivity isn’t accessible.
Beyond accessibility and flexibility, conference bridge calls also offer the following benefits for businesses:
Conference bridge calls are versatile
Picture a remote construction site manager on a job off the grid. Reliable internet for video calls isn’t always available. Here, conference bridge calls shine.
With just a phone, the manager can connect with engineers, suppliers, and the head office, anytime. Need separate discussions with different teams? No problem. These bridges are versatile and can be set up for individual departments.
This versatility makes conference bridge calls a dependable alternative to internet-dependent communications.
Security and privacy is taken care of
Imagine a healthcare institution sharing confidential patient data. Video calls might risk privacy. However, conference bridge calls offer a secure alternative. Each participant uses a unique dial-in number and security PIN, keeping the conversation private.
No personal information exchange or webcam use is needed, providing an additional shield of security for sensitive discussions.
Cost-effectiveness of conference bridge calls
A small start-up company with a tight budget may benefit from this type of technology. Setting up a high-quality video conferencing system can be expensive. On the other hand, conference bridge calls require no special equipment or software after an initial setup, making them a cost-effective solution for businesses looking to save on communication expenses.
Simplicity and ease of use with conference bridge calls
If your team has less tech-savvy individuals who might struggle with navigating video call platforms, conference calls may lead to a better experience.
The simplicity of dialing a number and entering a PIN on a conference bridge call makes it an easy-to-use option. This ensures everyone, regardless of their technical skills, can participate in important discussions.
How to Set Up a Conference Bridge Call: An Intro to VoIP and UCaaS
Voice over Internet Protocol (VoIP) and Unified Communications as a Service (UCaaS) simplify setting up a conference bridge call. They help connect teams from different locations easily.
Here’s a quick rundown if you’re unfamiliar with these systems:
- VoIP: VoIP is a technology that allows voice communication to be transmitted over the internet rather than traditional phone lines. This enables businesses to make calls from anywhere, as long as there is an internet connection.
- UCaaS: UCaaS is a cloud-based phone system that includes various tools and applications like VoIP, video conferencing, instant messaging, and more. It allows for seamless communication and collaboration between team members.
Companies can opt for hosted versions of the best conference call services. This means the service provider takes care of the hardware and data needed for the conference bridge. The company just needs to make a call to connect over the internet.
The best VoIP providers and UCaaS set ups are practical and cost-effective, making them good choices for businesses wanting to improve their communication systems.
Set Up Your First Conference Bridge Call System: Everything You Need to Know
One of the key advantages of using a conference bridge call system is that it’s super easy to set up and train your team members on the system. Here’s everything you need to know to get started:
Step 1: Understand the basics of a conference bridge call system
There are a few key terms and concepts to keep in mind that will be handy throughout the setup process. Luckily, these are pretty straightforward:
- Conference bridge: The system or platform that enables multiple callers to participate in a call at once.
- Dial-in number: The phone number shared with all participants to join the conference call.
- PIN or access code: A unique set of numbers entered after dialing that allows access to the conference call. It acts as a password to ensure only authorized participants can join the call.
- Host/moderator: The person who initiates and manages the conference call; this person typically has access to using advanced features like muting participants or recording the call.
Step 2: Choose your technology – VoIP or UCaaS
VoIP changes voice into digital signals which are then sent over the internet, while UCaaS brings together various communication services such as calling, messaging, and video conferencing into one platform.
If your business already has a VoIP system in place, you can simply add on the conference bridge feature. For those starting from scratch, UCaaS is a more comprehensive option.
Step 3: Decide on a hosted or in-house solution
You have to choose between a hosted solution, where the service provider takes care of the hardware and data, or an in-house solution, where your company’s IT department handles everything.
There are pros and cons to each, but if you’re new to conference bridge calls, a hosted solution may be a better starting point. It requires less technical knowledge, and the service provider can offer support when needed.
Moving forward to the next steps, we’ll assume that you’re just getting started and are going with a hosted solution.
Step 4: Select a service provider
Do your research on different service providers, and consider starting a spreadsheet or document to take notes about conference call service providers you’re interested in. Make sure to take these factors into account:
- Cost
- Reliability
- Customer service
- Team size and features needed
- User-friendliness
Take the time to chat with their customer service team so you get a sense of how helpful they’ll be as a long-term partner. If they’re hard to reach, unknowledgeable, or unhelpful now, that probably won’t change later when you actually need their assistance to troubleshoot a problem.
The right service provider will take the time to learn about your business, offer creative solutions that help you to get the most out of your plan, and are flexible enough to work with your specific needs.
Step 5: Set up the system
After you’ve chosen a provider, it’s time to get everything up and running. This typically involves installing software, setting up necessary hardware, and configuring settings to suit your business operations.
If you’ve chosen a VoIP solution, you might need to install software such as Skype for Business, Zoom, or Microsoft Teams on your devices. These applications enable voice and video communication over the Internet.
In the case of a UCaaS solution, you may use platforms like RingCentral or Nextiva, which integrate various communication services into one platform.
For hardware setup, you may need to configure VoIP phones or headsets, routers, and possibly servers if you’ve opted for an in-house solution.
The provider will also guide you through configuring the settings of the system to match your business operations. This includes setting up user accounts, assigning roles, configuring call routing rules, and setting up voicemail.
Step 6: Train your team
Make sure everyone knows how to use the system. This could involve training sessions or providing user guides. The more familiar your team is with the system, the more effectively they can communicate.
Your new system may come with a training program that guides your team through the basics. It could also be helpful to designate one or two team members as experts who can help troubleshoot issues and provide support if needed.
Step 7: Test the system
Before using the system for important calls, conduct several test runs to identify any potential issues or areas for improvement. Use this opportunity to familiarize yourself with the system’s features and capabilities.
Yes, it takes time, but you don’t want to cut corners with testing. Go through each of these steps to make sure your conference bridge call system is functioning smoothly:
- Internal Testing: Start by setting up a conference call with members of your team.
- Functionality Testing: Test out the system’s features. If it has a call recording feature, for example, make a test call and record it. Then, play it back to ensure the quality is up to par. Test every feature systematically.
- Failure Scenarios: Plan for potential failure scenarios and how the system responds to them. For instance, disconnect your internet in the middle of a call to see how the system handles it.
- Load Testing: Invite a large number of participants to a call to see how the system manages high demand. This will help you determine if there are any limitations on the number of participants or if call quality deteriorates with more users.
- Feedback Collection: After each test, gather feedback from your team. Ask them about their user experience and any issues they faced. You might also find it helpful to create a standardized feedback form to ensure you’re capturing consistent data.
Once you’ve thoroughly tested the system and collected feedback, you’ll be ready to go live with your new conference bridge call solution.
Pro-Tips for Keeping Conference Bridge Calls Alive
To host successful conference calls, you need the right setup, a strong internet connection, and a prepared team. Here are some tips to keep your calls running smoothly.
Choose compatible hardware and software
Pick hardware and software that work well together. This might mean using certain VoIP phones, headsets, routers, and servers. You may also need specific software like Skype for Business, Zoom, Microsoft Teams, RingCentral, or Nextiva.
Ensure a strong internet connection
If you’re using the internet rather than traditional phone lines to host your conference calls, then you’ll need to make sure you have a good internet connection. If you’re having trouble with your connection, consider getting a business-grade internet service or upgrading your current package.
Purchase adapters if needed
Some devices might need adapters to connect properly. For example, some headsets might need a USB adapter to connect to your computer or VoIP phone. Make sure you know what extra equipment you might need.
Choose a high-quality provider
Pick a service provider known for reliable, high-quality service. Look at reviews and ratings from other businesses, and think about factors like cost, reliability, customer service, and features.
Prepare your team in advance
Make sure your team knows how to use the conference call system. Train them on joining calls, muting and unmuting themselves, and other essential functions they’ll need to know.
Make special arrangements for remote workers
If you have team members working remotely, make sure they have what they need to join conference calls. This might include providing headsets, ensuring they have a good internet or phone connection, and training them on the system.
How is a conference bridge call different from other communication options?
A conference bridge call differs from other communication options in several ways:
- Email vs. conference calls: While emails allow for detailed, asynchronous communication and document sharing, conference calls enable real-time, synchronous discussions that can be more efficient for decision-making or brainstorming.
- Instant messaging vs. conference calls: Instant messaging is ideal for quick, real-time conversations, but conference calls provide a more formal and structured platform for multiple participants to share their thoughts verbally. These often end up being both more engaging and productive.
- Video conferencing vs. conference calls: Video conferencing provides visual cues, which can be useful in 1-on-1 meetings and times when a more personal touch is needed. However, conference calls can be less bandwidth-intensive and more accessible for those with limited internet access or who prefer not to be on camera.
- Collaborative work platforms vs. conference calls: Tools like Google Workspace or Microsoft 365 allow for document collaboration and have built-in chat features. However, conference calls allow for direct verbal communication and immediate feedback, so they often lead to quicker decisions.