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How to make a conference call in 2 easy steps with RingCentral Video

Ring Central Blog

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Apr 09, 2020

Conference calls have become an important tool to keeping businesses connected.

In fact, nearly half of all workplace meetings take place via conference calls. With modern tech, the way businesses conduct these calls is changing. Instead of dialing in on a landline, you can now host a conference call using apps and software—from anywhere in the world.

With today’s constantly traveling workers, businesses must adapt their tools so their teams can telecommute easily and work from home. 

And thanks to improvements in conference call software, business owners can now make calls to hundreds of people in a more streamlined way. Instead of emailing out the date and time of a conference call, software takes care of this time-consuming process and messages meeting details automatically. 

So, if your business isn’t taking advantage of conference calls—it’s time to start. Let’s take a look at:


🎧  Looks like you’re already set up for success with RingCentral Video, but what about your conference call headset? How can you make sure you’re set up with the right headset too?

👀   Use this free checklist to evaluate if you're buying the right conference call headset.

Enjoy!


How does a conference call work?

Conference calls are calls that have several people (sometimes even hundreds) on the phone at the same time.

Just like how businesses use boardrooms and video teleconferences for meetings, conference calls are a key tool for talking to lots of people at the same time—even when they’re not in the same room. 

Conference calls are particularly useful for brainstorming with large groups of people or relaying important messages to several people at once without having to make individual calls. 

There are two types of conference calls you can make. The first requires each participant to join the call themselves on their own computers or phones. The second type is where a moderator invites everyone to the call separately. It’s important to keep these factors in mind when choosing a tool to make conference calls because it can really make a difference in how much manual work you have to do to get people onto the call.

Typically, people attending a conference call are connected through a server, called a “conference bridge,” that acts as a meeting point. This server makes it possible for multiple people to join the same call at the same time. Now, companies can either have their own “conference bridge,” or, they can outsource this need to a third-party provider (aka conference call-hosting).

To understand how conference calls work, let’s take a look at the software that makes them possible.  

What to look for in conference call software

Like any service, third-party conference call services vary greatly depending on your company’s needs. 

Some offer basic features, like pay-per-conference, or they might limit on the number of people who can join the call. Other providers offer a flat-rate service that gives businesses unlimited access and number of attendees on a call. 

Unlike traditional phones, conference call software lets you host a call from your phone as well as your desktop or tablet. Other features come along with conference call software that can make it easier for your team to connect and collaborate. Here are a few: 

As you can see, the features of conference call software go way beyond just dialing a number. 

A specialized tool can make it easier to collaborate with your team and do business with clients, no matter where they are in the world.

 

How to make a conference call using RingCentral Video

Making a conference call isn’t rocket science—if you’ve got the right software. 

Using RingCentral Video, you can make group calls in two easy steps. 

Step 1: Invite everyone to the call

The first step is setting up your conference call and inviting everyone to attend. To schedule a call, all you need to do is click the “Schedule” button and send an email or text invite to everyone you want to join: 

Schedule a call using RingCentral Video

The invite your attendees receive will be automatically filled with all the information they need to join the conference call:

Schedule a meeting using RingCentral video

 For example, an email invitation will look like this: 

Email invitation in calendar

You can also invite people when you’re already in the meeting. Just click the “add a person” icon at the bottom of the window: 

Invite other people while in a meeting

Pro-tip:

If possible, try finding a quiet spot to talk before you start the call. Chances are you’ll have several people on the call, so a quiet location with minimal background noise can be helpful to hear everyone.

Step 2: Start the call

In RingCentral’s app, starting the conference call takes a single click. Just hit the “Start” button: 

Starting the conference call on RingCentral app

Once the call is started, you can invite more attendees by email, phone, or a link:

Invite more attendees by sharing the meeting link

And, that’s it. 

The beauty of this is that it keeps conference calls simple. All you have to do is invite the people you want on the call via text or email, and your conference call attendees will be automatically given a dial-in number and access code to make sure your meeting runs smoothly. 

It’s never been easier to connect with your team from wherever you are in the world—at any time. Go ahead, take RingCentral Video for a spin by booking a demo:

💰 You can also use this calculator to see roughly how much your business could save by using RingCentral to support your team’s communications with clients, customers, and each other.

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