1. Cost
All-conference calling systems cost at least something to use. This is true even of the services that brand themselves as "free." Why is that? Notwithstanding the possible exception of a purely VOIP system covering all users, all-conference calling services require users to dial a bridge number. In the case of services that provide toll-free access numbers, a per minute charge is assessed. The lowest rate you can typically arrange is several cents on a per minute basis and more likely you'll be paying five to ten cents per minute. This charge is assessed cumulatively. In other words, if there are 5 people on a 60 minute call, a 300 minute charge will be incurred. Some services still charge legacy prices of 20 or 25 cents a minute and these plans are to be avoided! As mentioned earlier, some services are free with respect to the fact that there is no charge imposed by the provider. However, these offerings do not provide a toll-free number with their free services and as such users will incur normal long-distance charges to participate.
2. Scheduling capability
Services typically fall into one of two buckets. Paid and custom corporate services typically provide a scheduling interface which helps the organizer to arrange the conference call. For the services that have an Outlook integration or similar sort of functionality, a pin code and dial-in number can be automatically allocated to the user when the user wishes to do her own scheduling. The free services typically provide only a pin code and dial-in number; the organizer of the teleconference call is responsible for sending individual e-mails and keeping track of individual follow-ups. At this point in time, the sole free conference calling solution available in the industry which offers both capabilities (scheduling and on-the-fly conferencing) as well as web based response management is Rondee.
3. Archiving or Recording
For many users, the ability to retain information connected to the call or even the call itself can be very useful. Some services allow recording of the teleconference call in WAV format, GSM or both formats. Some companies provide this capability for free but generally it is found as included feature of paid conferencing services. The audio file is typically retrieved after the conference call is over via a link from the service provider's web site or a link e-mailed to the participants. It is generally not feasible to email the audio file itself because of capacity constraints. Some services provide the agenda for the call to be archived. This capability is obviously not feasible with services that only offer a pin code and dial-in bridge but can be available for services that offer scheduling capability insofar as the scheduling template records information specific to call.
4. Sharing Your Desktop
Sometimes a teleconference is not limited to the audio format. If your business necessitates visual sharing of information (e.g. PowerPoint presentations), desktop sharing is a critical component of a successful conference call. Some users choose a best-of-breed approach and use different services for their desktop sharing and conferencing. Increasingly, however, conference calling providers are moving aggressively to bundle desktop sharing capabilities into their core product. In the case of well-known brands such as GoToMeeting, this is part of a strategy to capture both segments of the market. In the case of conferencing, desktop sharing is being offered as a paid feature to generate added revenue.
5. Personalization
A frequent complaint from users of conferencing systems is the need to remember random dial--in bridge numbers and pin-codes. In the last year, confluence of telecom and internet technologies is enabling this problem to be solved. Some new conference call providers allow for users to customize their PIN codes to something more easily remembered. There are some systems which also offer access without a pin when calling from a known phone number. These systems, however, do necessitate user registration to enable a matching of the user's phone number.
For most users, the final choice of conference calling service will require weighting these (and perhaps other) factors according to your organization's needs. The good news is that the explosion of competition in this market is expanding the choices available to you.
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A strategic adviser to free conference calling companies including Rondee, Bob Letterman speaks frequently about technology topics. His articles appear in a number of publications concerning telecommunications.
