What is a teleconference?

A teleconference is a virtual meeting between two or more people in different locations. Traditionally, participants dialed in via telephone. Now, callers generally use a computer or mobile device, giving users the choice of an audio or video call.

Modern software also often contains screen and file sharing capabilities, enabling easier long-distance collaboration.

Types of teleconference

As mentioned, teleconferencing software enables users to host either video or audio conferences. Let’s look at both options in more detail.

Audio teleconference

As the name suggests, an audio teleconference only transmits participants’ voices. Traditionally, callers don’t need an internet connection; they dial a number from their landline and are connected to a central conferencing line. Audio conferences are a useful solution for larger conferences with lots of callers. Generally, they accommodate as many as 100 participants.

Many modern businesses now use VoIP technology for audio conferences. This is slightly different from a traditional landline-based solution, and uses the internet for calls. This provides a caller experience that is smoother and higher quality. It also requires the installation of much less physical hardware and infrastructure.

Video teleconference

Vonage Video API enables simple video teleconferencing by leveraging WebRTC technology to deliver high-quality, real-time video and audio communication. It supports features like multi-party conferencing, screen sharing, recording, and AI-powered enhancements. With its flexible cloud-based infrastructure, businesses can integrate video conferencing into their apps, websites, or platforms with ease, ensuring secure and scalable connections for remote collaboration, telehealth, virtual events, and more.

Conferencing tools are often extremely versatile. Alongside video calls, users can participate in group chats, share files, and exchange audio messages.

Audio teleconference vs. video teleconference: Which works best for you?

There is no “correct” option between audio and video teleconferencing. Ultimately, it depends on the unique circumstances of your business.

Many organizations look to downsize their infrastructure. They’re opting for cloud-based solutions that can guarantee higher call quality, while cutting costs.

Video teleconferencing can fulfill this need while providing maximum flexibility. It ensures that conferencing, messaging, and collaboration can all be handled from a centralized space. As long as you have a strong internet connection, you can carry out calls with minimal interruptions.

Audio teleconferencing is better suited for businesses that lack a stable internet connection. As long as they have a landline, they can carry out conference calls with many participants. This option also brings familiarity; most employees know how to use landline phones. There’s no learning curve associated with learning new software.

How a teleconference works

Participants can join audio conferences from their landline phone by entering a dial-in number or speaking to an operator. Video conferences use a technology called "Voice over Internet Protocol” (VoIP), enabling calls to be placed over the internet. 

Tools you need for a teleconference

For a traditional call teleconference, a user should have a landline phone and the appropriate infrastructure to facilitate their call.

To make a virtual call using VoIP, participants require a device (such as a computer or tablet) and a headset. For video calls, they’ll also need a webcam.

Use cases for teleconferences

A teleconference has a wide range of use cases. Here are three top examples:

• Holding conferences – The most obvious use case of teleconferencing is that it enables businesses to hold conferences remotely. Thanks to its ability to facilitate high capacity calls, a teleconference may also be more practical than a physical conference.

• Training – With video teleconferencing, employees can conduct training without the need to travel, which may be impractical for remote workforces.

• Hosting meetings – With a teleconference, you’re no longer restricted by location. You can meet with anyone, anywhere in the world (as long as they have an internet or phone connection).

Advantages and disadvantages of teleconference

Modern teleconferencing software can bring many advantages to your business. As with introducing any technology to your business, it also poses some challenges. Let’s explore some benefits of teleconferences, as well as some obstacles you may encounter.

Advantages of teleconference

Arguably the biggest advantage of teleconferencing is its cost efficiency. Staff may need to travel long distances to attend in-person conferences. Not only does this mean additional expenditure for a business, but it can also be time-consuming. With teleconferencing there are no travel expenses, and employees can join a call at the press of a button.

Modern teleconferencing solutions are powered by VoIP technology. This means businesses also cut down on physical hardware and infrastructure, and their associated costs. You’ll save office space which can be used more efficiently.

Another major benefit of teleconferencing is simplified collaboration. Video conferencing tools offer file sharing capabilities, enabling teammates to exchange documents easily. Group chats mean employees can stay “in the loop.” This is particularly useful when teammates are based in different time zones.

Disadvantages of teleconference

The introduction of modern teleconferencing software can be a learning curve for some employees. You’ll need to take the time to teach your team the ropes. Reliable teleconferencing solutions are designed with user experience in mind, so this process should be simple.

The other clear disadvantage of teleconferencing is that it lacks a face-to-face connection. There’s a risk remote employees may feel isolated from their team, impacting motivation. This situation can be avoided by building connections within your team.

You might take some of the following steps: 

• Choosing video meetings over audio. 

• Creating a virtual "break out room" so team mates can chat during breaks. 

• Run activities via video call, such as card games. 

Best practices for using a teleconference call service for business 

A teleconference call service can be a powerful asset. Here are some ways to make the most of this solution.

Always record your meetings 

One of the biggest advantages of modern teleconferencing is that users can record calls. These can be shared with employees who are out of office or based in a different time zone. This way, non-attendees can catch up on information they otherwise might have missed.

Usually, you can start a call recording at the click of a button. With Vonage Unified Communications, for instance, you can easily create or share recordings with team members – simply hit the “record” button. When your recording is complete, make sure to post it in the group chat for your team to see.

Ensure good lighting and minimal background noise 

For effective video conferences, participants must be seen and heard. Conversations become less natural if a speaker is barely visible due to poor lighting. Similarly, barking dogs and other background noises can be extremely distracting. Make sure employees are aware of both factors before initiating a call.

Remind your team to choose a quiet, well-lit spot in the house over a public environment, such as a coffee shop. Encourage team members to mute themselves when others speak.

Create an agenda 

Whether running a physical conference or teleconference, you need an agenda to succeed. This helps attendees prepare – they’ll know who’s speaking and the general schedule of the day.

Alongside an overall timeline, ensure your agenda specifies an overall objective. This should answer questions such as ‘Why are people attending your conference?’ and ‘What do you want attendees to get out of a meeting?’

Lastly, list any passwords required for users to attend your meeting (or share a link). 

Future of teleconference

The scale of recent teleconferencing developments seems to accelerate in the coming years. This is thanks to the rise of artificial intelligence, which is currently reshaping the business landscape.

AI video conferencing has introduced features that make teleconferencing even more user-friendly, and further improve experiences for call participants.

Real-time transcription is one example. Here, AI will automatically transcribe your conferences, improving accessibility for users with hearing impairments. This feature could also be used for translation, so that participants who speak different languages can still communicate effectively.

Supercharge your communication with teleconference software

With an increasing number of businesses opting for either hybrid or fully remote teams, teleconferencing has become an essential tool. But the days of relying on bulky landline phones are over. Modern teleconference software provides the versatility remote workers need to succeed.

Of course, to truly benefit from teleconferencing you need the right solution. This is where Vonage Unified Communications come in handy, providing the tools to support employees when working remotely, on the go, or in hybrid settings.

Take advantage of seamless, high-quality video communication with Vonage Video API. Whether you're building virtual events, telehealth solutions, or customer support platforms, our video API provides the flexibility and reliability you need.

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