Conference calling is a uniquely effective method of communicating with several people at once. Balancing talk time during the day is an excellent aid for busy people with full schedules.

Teleconference calls and internet conference calling are extremely popular technologies right now, and are preferred by many business organizations. Environmentally concerned business or those most interested in maximizing profits and avoiding added travel costs are very interested in these technologies. Is conference calling able or likely, however, ever to substitute completely for actual in-person meetings?

Even though this method of communication is very effective in sales, in negotiating deals, and in business discussions, closing deals will probably still occur through physical group meetings. As with all other services and products, benefits and drawbacks exist to using teleconference calling.

Consider first the multiple advantages to this technology. It is much less expensive than other conference processes, and can reach multiple people effectively by using telephone circuits. Because the technology involved is so familiar, it is much less complicated than other processes. In addition, it can be further enhanced through combining this form of communication with other technology like computers. Large groups can participate using reliable technology. Furthermore, little time is required to access or organize audio conferencing.

Many initial meetings and discussions can be held by teleconferences, and important facets of deals can be discussed, which saves significant time and money. This method can still promote cohesiveness in a project team that is separated by geographical distance. Most importantly, however, this method can decrease travel costs for initial meetings, and deals or projects then yield significantly higher revenues.

When is conference calling beneficial?

You can avoid making physical trips in many of the following instances:

1. 1. Introducing teams and members of a project. Initial contacts with a client can definitely be made through teleconferencing. Moreover, when the entire team hears the client’s perspective regarding the objectives of a project, this can be very valuable and effective in project organization and support development. People are able to keep, as well as to maintain, a better focus while engaged in project implementation.
2. 2. PowerPoint presentations and software demonstrations can be effectively used in sales presentations through internet conferencing. This new technology combines computer networks, video imaging, and application sharing through the Internet to result in an exchange of information.
3. 3. Planning actions, strategies, and evaluations are effectively accomplished with teleconferencing. Spontaneous or urgent meetings are well suited to conference calling. Through this method, people can connect and check the status or change the direction of a project.
4. 4. Many other times, conference calling might be cost- or time-effective, or result in increased productivity hours, without damaging negotiations or project implementation.

Alternatively, there are times when conference calling should not be used.

In some circumstances, group communication is critical to the success of a project or deal. These occasions vary, but following are some examples that identify times when conference calling may offer more disadvantages than personal encounters.

1. 1. Negotiations and bargains are best conducted through personal meetings. This is also true with contract signings. If a high amount of interpersonal interaction is required, teleconferencing may be inadvisable.
2. 2. Sometimes, serious problems exist that are potentially damaging to the project or deal. If people are upset with one another, or significant problems have developed, personal meetings are most effective. A personal visit is more reassuring to a client, because they are able to see a visit as indicating the importance of their project. In some cases, clients may even demand a visit if enough money is involved.

While teleconferencing may take the place of or planning sessions or goodwill visits, it will never be more effective than personal visits in difficult situations, or when a high degree of participation is necessary among meeting participants.

Sometimes, the quality of a conference call is adversely affected by the noise in phone lines. Noise can be interruptive, and may even terminate the conversation abruptly. In addition, facilitators are required, especially when many people are involved in the teleconference.

One of the potential problems with conference calling is that communication is not solely a verbal art. Sometimes, visual imaging is important to adequate understanding of body language and nonverbal cues. This aspect of communication may be essential to adequate understanding or interpretation of other participants’ responses.

These problems are much more significant when teleconference calling is used for professional meetings and transactions. Deals can be made or broken through communication issues. Because of this, other mechanisms for conferencing might be advisable, especially during initial meetings with prospects. Alternatively, if connection and catching up on details is the goal, this method of communication may be much more useful. This is particularly true when family members or friends who understand each other well are meeting.

Although the lack of visual imaging may be an issue, that of sound quality is a relatively minor issue. Many companies offer excellent service for inexpensive prices. Careful consideration of the most effective provider at the best value is needed.

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