Posts Tagged ‘Conference Calling Services’

Audio Conference Calling Services are Not all the Same

Tuesday, November 8th, 2011

If you have been shopping for an audio conference calling service you may think that the only difference is price.  But there are actually some big differences between audio conference calling service companies.  And if you are not careful you may not get what you thought you were getting.  Here are some of the things you should think about when you are looking for audio conference calling services.

  • Quality – The most important aspect of a audio conference calling service is the quality.  What good is a cheap conference call service if you have static on the line or can’t even get your parties on the call?  The best conference call service companies have direct connections to the telecommunications network and use the latest in conference call equipment.  It is difficult, however, to know what companies do this.  Thankfully, there is one way to tell if the call quality is good.  Do a test call.  Any conference call company out there should be willing to give a trial to see if the quality is good before you hire them.  Zip Conferencing uses direct digital connections and the latest equipment and also offers a free trial of its service to prove the quality of the conference calls.
  • Reliability- Some of the reliability of an audio conference calling service is the telecommunications connection and quality of the equipment used.  But one major area that matters is power availability.  Without back up power the network and equipment will not work.  So a conference call service company should have adequate back up power systems that can run indefinitely to support their systems.  Another thing that can be done is having back up conference call equipment available in case of a failure.  Many companies do not take this step because it is costly to have back up systems sitting around.  Zip Conferencing has taken every step possible including back up systems on standby to insure our audio conference calling services are available.
  • Features – If you look closely you will see that the features offered by conference call companies are not the same.  If you hire a full feature service you will never miss some of the features that enhance your conference call experience.  Zip Conferencing is a full feature provider that also offers some capabilities like customizable conference calls that other companies do not offer.
  • Support- Another area that some conference call companies will shortcut is in the area of support.  Some companies only offer support during certain times of the day or by email only.  Zip Conferencing offers support 24/7/365 and will even provide support on your conference call if you like to assist with features or issues.

So look closely and you will see  that all audio conference calling services are not the same.

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Discounted Conference Calling Services can be Reliable

Thursday, November 3rd, 2011

If you are looking at getting a conference call service provider for your business and you have looked at some of the long distance carriers and other providers that still charge 10 cents or more a minute you may be a little skeptical of discounted conference calling services.  But just because the service is less expensive does not necessarily mean that the service is of a lower quality or less reliable.  You do still need to be careful as some of the conference call providers have not taken the same steps to ensure quality and reliability like Zip Conferencing has done.  Here are some of the areas that any discounted conference calling services company needs to pay attention to in order to maintain high quality and reliability.

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    • Back Up Power - All of the equipment for conference calling services should be connected to to battery and generator back up power. This makes sure that no matter what power outages are experienced at their place of business your conference calls will not be impacted.  Zip Conferencing uses back up power systems on all of its equipment and can maintain power to these systems for an indefinite amount of time. 
    • Back Up Systems – A key component for conference calling services is the conference call bridge. This is the equipment that creates the conference calls from independent callers into the system.  It is an expensive proposition to maintain back up equipment so many discounted conference calling services companies do not take this step.  But if something happens to this equipment your conference call will be affected.  Zip Conferencing has designed their conference calling services with back up conference call bridges so that if there is ever an issue the traffic can be redirected to the back up system.
    • Telecommunications Redundancy – What happens if the long distance carrier used by the discounted conference calling services company has an outage?  If they do not have another carrier as back up you will not be able to get to your conference call.  Zip Conferencing uses multiple telecommunications carriers that insures that if one of the carriers experiences a disastrous outage they can still perform your conference call. 
    • Support – One of the areas that discounted conference calling services will differ is with support.  You may not need support very often but when you do you need it to be there for you.  Zip Conferencing offers conference calling services with an award winning support team. Our operators are monitoring our conference calling services 24/7 and can even join on your conference call if you need assistance.  No mater what time of day you can access support and get the help you need.

So, discounted conference calling services can be reliable but you need to investigate and make sure that discounted doesn’t mean your conference call quality or reliability will suffer.

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Flexible Audio Conference Calling Services are Better

Friday, October 21st, 2011

There is a reason that everyone doesn’t drive the same car and audio conference calling services are no different.  Different people like different options, colors and equipment no matter what you are talking about.  So why do so many people put up with the same audio conference calling service options?  Even in the same company why would the President of the company want to have the same options for their audio conference calling services as everyone else in the company?  With Zip Conferencing we allow you to customize the options within your audio conference calling so it is just the way you like it.  Here are some of the audio conference calling options that you can control with Zip Conferencing.

  • Entry and Exit Tones – One of the main things people like to alter with our audio conference calling services are the entry and exit tones in the conference call.  With most conference call service providers you either get entry and exit tones, which are the tones that sound when participants enter and exit the conference call, or you do not.  With Zip Conferencing you decide if you want a tone to sound when a participant joins the conference call or when they exit.  You can also have their name announced when they enter the conference call.
  • Music on Hold – With our audio conference calling services you can allow participants to speak to each other before the Moderator or Host of the conference call joins or you can make it so the participants listen to music on hold until the Host joins the call. 
  • PIN number entry – For additional security with our audio conference calling services you can require participants to enter a PIN, Personal Identification Number, when they join the conference call.  This will also identify for you who has joined the call.
  • Record Name/Roll Call – As Host of the conference call you can require participants to record their name when they join the conference call.  As Host of the call you can then listen to a roll call of participants when you join the call or have their names announced when they enter and exit the conference call. 
  • End conference when Moderator exits – As a Host of our audio conference calling services you are also in control of when the conference call ends.  You can let the participants keep talking, enter a command on your phone to end the call or set the call up ahead of time to end when you exit the call.
  • Post Conference Report – As host of the conference call you can also get a post conference report that shows the detail of the call via email.  On the report you will see the participants, the number they dialed in from and the duration they were on the call as well as the total duration of the conference call.

In addition to the options listed here, as a Host, you also have commands you can access while on a conference call.  You can mute lines, control volume and even record the conference call by using touch tone commands on your telephone.  So why settle for whatever the conference call provider wants to give you when flexible conference calling services are so much better.

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Hasn’t Congress heard of Conference Calling Services?

Friday, August 12th, 2011

I would not describe myself as a political activist, but like many people the latest display of ineptitude of our elected officials in Washington, DC I find myself wondering how these people can afford to take a 5 week vacation when their business (our country) is struggling like it is today.  Maybe they need some time back in their home states but haven’t they heard of conference calling services?  At least make it look like you are attempting to do something about the mess we are in by working a little while you are on vacation like the rest of us.  Seems like conference calling services would enable these people to keep things moving and maybe get something done.  After all I have never been able to take a 5 week vacation and I don’t know anyone who has in my lifetime.  I have been working since I was 14 years old and I have not had 5 weeks off ever.  In fact I took a two week vacation once and it felt like I was retired.  It was tough to get back into things when I returned and I have not taken a vacation that long since then.  Now when I am even out for a few days I use conference calling services to stay in touch with things at work.  It helps me to relax to know that things are running smoothly and I won’t be blindsided when I return.  If things at work need to be addressed I won’t even go on vacation let alone for 5 weeks!

Conference calling services are one thing but these people work for the government after all and have every means of communication imaginable available to them.  They could absolutely work from home and continue to accomplish things.  Many businesses now rely on a good portion of their employees working from their homes and it doesn’t slow them down.  Conference calling services and web conferencing services allow people to work from anywhere and still hold meetings and collaborate on projects.  So how about it Mr Congressman?  What do you say?  Can you possibly cut your vacation down to 2 – 3 weeks and get back to getting this country put back together?  We working stiffs who pay your salaries would surely appreciate it.

Zip Conferencing would be happy to provide conference calling services and web conferencing services to any elected officials who would like to keep working.  Drop us an email and we will set you up.

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A Conference Calling Company is your Partner

Tuesday, July 26th, 2011

A conference calling company takes on a role in your company’s business that you may not realize.  When you think about what is discussed on conference calls in your company and who is on the calls you start to understand why the decision on which conference calling company to use is so important.  Many times a company’s most important and sensitive discussions are on conference calls.  And many times the top executives in a company use conference calling services extensively.  So, in today’s environment where there are a lot of conference calling companies and they all seem like they offer the same services how do you choose the right conference calling company?  Actually the most important attribute to look for in a conference calling company are hard if not impossible to see.  But here are some of things you should look for if you are looking for a high quality, reliable conference calling company.

  • Reliable Network – Since you and your participants need to call into any conference calling company to connect to your conference call you should make sure they are connected to a high quality network.  Zip Conferencing, for instance, using only top tier long distance providers and has direct connections into their networks.  Also, the reason we have multiple carriers is to make sure that if one of the carriers has an outage we have a back up network in place to carry our traffic.  The direct connections make sure that we have the highest quality connection possible.
  • Back Up Systems – For a conference calling company, back up systems are expensive.  But I have been in the teleconferencing industry for over 15 years and I can tell you first hand that occasionally the technology will rear its head and you will have issues.  It is inevitable.  The only way to avoid an outage is to put back up systems in place that can take over when the primary systems fail.  At Zip Conferencing we have back up conference call equipment that is live and ready to handle traffic in the case of an outage.  We also have power back up systems to keep all of our equipment powered up in the case of a power outage.  If an issue arises our customers will not be affected. 
  • Full Featured – Some conference calling companies will cut corners on the services that they offer.  This makes it easier to manage and the equipment they use does not need to be as sophisticated.  But the customer experience is not as good.  At Zip Conferencing we use the latest conference calling equipment with all of the features you should expect from a conference calling company.  In fact, our equipment and online account management allow you to customize your conference calls unlike most other conference calling companies.
  • Support – And when you have an issue you need your partner to be able to support your needs.  A conference calling company that takes their partnership in your company seriously will back it up with the kind of support you would expect from such an important service provider for your company.  Zip Conferencing offer support 24/7 365 days a year and can even join you on your conference call to assist if you need assistance.

If you are looking for a true partner to provide conference calls to your company you need to look closer than the rates they offer.  Once you look “under the hood” you will see that Zip Conferencing is the best value in conference calls today.

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What is the difference in Conference Calling Providers?

Friday, June 24th, 2011

If you are shopping for a conference calling provider it can be pretty maddening on trying to tell the difference in the services.  Some of that is created by the conference calling providers themselves.  When I look at some of the ads that are used to attract new customers and then look into the actual offers it is easy to understand how people can get confused.  Here are some of the things you should look for when shopping for a conference calling provider.

  • Quality and Reliability – It is funny, but when I talk to customers I rarely get asked about the quality of the conference call service.  Maybe conference calling has really become a commodity in customer’s eyes and they simply assume that the service will work no matter which conference calling service provider they choose.  Having been in the teleconferencing industry for over 16 years I have intimate knowledge of what goes into making sure that there is quality and reliability in a conference call service.  And I can tell you that not every service is the same in respect to quality and reliability.  It takes a real commitment on the part of ownership to make sure you do everything to insure the service is available and ready when people need it to be.  At Zip Conferencing we have done everything possible to make sure we are delivering the highest quality and reliability available.  After all, isn’t this the most important aspect of the conference calling service?
  • Toll Free Service- When you look at many of the advertisements of the conference calling service providers out there you will see some pretty low rates and even “free” conference calling services.  The last thing you want is to have your participants paying hidden charges to attend your conference call.  Imagine inviting prospects to your presentation only to have them paying to get there.  It certainly takes something away from your presentation.  Nothing beats the convenience and peace of mind that toll free conference call services can provide.  And at the low rates they are available today why would you want to do anything else?
  • Features- You may not use every conference calling feature that is out there because there are many.  But there is also no reason to try to save money by signing up with a service that has only limited features available.  Zip Conferencing is a conference calling provider that offers low rates with a full featured service.  Many of the features simply make your life easier before and during your conference call and some are essential conference call tools.  Why not have them and a great rate too?
  • Support – Hopefully a conference calling provider service will not require a whole lot of support because it works and is easily understandable.  But if you should need support, especially when you are in the middle of an important conference call, wouldn’t you want it to be there?  Zip Conferencing is a conference calling provider that has support available 24/7 and can even join your conference call for assistance if necessary.  You may never need it but isn’t it nice to know it is there if you do?

Conference calling services are an important communications piece of your business.  Make sure you look closely under the hood before you buy and get a service you will be happy with for years to come.

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Discounted Conference Calling Services

Thursday, February 25th, 2010

What goes into the cost of a conference call service?  How good are discounted conference calling services?  Does cheaper conference calls mean bad quality conference calls?  Not necessarily.  If you understand the cost model of a conference call service company you will understand how you can get discounted conference calling services without sacrificing quality and reliability.

  • Sales Cost – A conference call service company that has been in existence for a while probably grew using typical Sales and Marketing efforts with salespeople doing cold calls to produce sales.  That means the conference call service company had to pay salespeople and probably has sales offices around the country or a telemarketing center which has fixed costs that must pay.  A newer conference call service company offering discounted conference calling services can take advantage of internet marketing without the need for a large sales force or remote offices.
  • Operations Cost – The older conference call service equipment requires more personnel to operate than newer equipment.  Operators needed to man the switch and baby site the equipment more than today’s equipment.  A larger group of operators and office space adds costs to the conference call service company.  A newer conference call service company offering discounted conference calling services can avoid some of these costs through more modern, automated equipment that requires less space and maintenance. 
  • Customer Service Cost – An older conference call service company has existing procedures and probably has not automated their operation too much over time.  A newer conference call service company offering discounted conference calling services can automate just about everything and provide the customer the ability to service their own account which reduces the number of customer service people required to service their customers thus reducing cost.
  • Back Office Cost – The older conference call service companies have not automated their billing, collections and other activities and have a higher cost to operate.  A newer conference call service company offering discounted conference calling services can automate billing, collections and virtually all back office operations which greatly reduces the cost to the company.

All of the efforts to reduce cost in a conference call service company do not take away from the quality of the conference call service itself if you do it right.  At Zip Conferencing, you get all of the same services at a discounted rate because we have designed and built a company to provide a high quality service but eliminated a lot of the cost associated with an older conference call service company.

www.zipconferencing.com

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Conference Calls – The Basics

Wednesday, July 15th, 2009

I take it for granted that people have done conference calls before, but if you believe the analysts the market for conference calling services is only penetrated at a rate of 58%.  That means that 42% of the possible customers for conference calling are not using the services today.  Which means that many of you have never done a conference call.  Here is a simple guide to holding a successful conference call.

INVITE YOUR PARTICIPANTS
Send your guests, via email, fax, or word of mouth, the information listed below. All of the conference call codes and Dial-In numbers can be found online by accessing your account when you sign up for Zip Conferencing.
 
Design an Invitation:
Date/Time of conference call – you may want to include an agenda.
It is recommended that you inform your Guests to log into the conference call no less than 5 minutes prior to start time.  Your guests can speak together prior to you joining the call.  You can change that by accessing conference call options in your account and change it so that the guests listen to music and can not speak prior to you joining.
 
Audio Conference Dial-In Info:
·          Instruct guests to dial into the Audio Conference approximately 5 minutes prior to the conference
·          Provide Dial-In phone number
·          Provide Guest Code
·          Require attendees to refrain form putting the call on hold, as some companies have hold music that would disrupt the conference. 

PRE-CONFERENCE PREPARATIONS

·          Set an agenda for the meeting.
·          If possible, send the agenda to all meeting participants.
·          Send out a reminder to participants for calls scheduled far in advance.
·          Make sure you are in a quiet location where you will not be disturbed
ACTIVATE THE CONFERENCE CALL
 
·          Be on time! It helps if the host or chairperson dials into the conference a few minutes early. This avoids confusion if guests dial-in early.
·          Turn off call-waiting. Most call-waiting features can be deactivated by dialing 70# before dialing into the conference.
·          Dial into the call using either the Toll Free or Direct Dial-In conference call number provided. You will be prompted to enter your passcode.
·          Conduct a roll call to find out who has joined your conference.
·          Remind attendees to refrain from putting the call on hold, as some companies have hold music that would disrupt the conference.           Instruct everyone to state their names when speaking to avoid confusion. For example, “This is Karen, and I’d like to see…”
 
 
DURING THE CONFERENCE CALL
 
·          Ask for feedback from specific participants instead of from the entire group.
·          Postpone any discussions that are not relevant to the conference for another date and time.
·          Promptly deal with any noise or distractions.
·          Summarize the issues discussed and recap any action items resulting from the call.
·          Clearly state when you are ending the conference. Often a guest can be left on the line not realizing that the conference has ended.
You will find that if you treat the conference call just like an in-person meeting you will get the same results.
www.zipconferencing.com

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