Whether you are an independent freelancer or the owner of international corporations, there is a good chance you will find yourself in a situation where you need to do some business with a conference call either by telephone or through the Internet. Using conferencing equipment and supplies and adjusting them for optimal performance takes the hassle and stress out of these conferences.

Let teleconference equipment do the work for you, so you avoid static and dropped voices. To get the best results when using conferencing equipment and supplies, you might want to:

1. Learn the best way to work with audio conference equipment by taking tutorials on setup and usage.

2. Compare video conferencing equipment to determine which best suits your purposes.

3. Consider which programs maximize the potential of your conferencing equipment and supplies.

Action Steps
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Find out how to use audio conference supplies and web conferencing supplies by taking tutorials

Optimize the use of your teleconferencing equipment by taking a class or tutorial that explains the capabilities of audio and video conferencing from programs to equipment. Tutorials assist in setup options and teach you how to transfer files and interact with other conferees.

I recommend: MVL Design.com offers a tutorial on setting up a video conference for iChat and AOL Instant Messenger, which are perfect programs for small businesses and freelancers. The in-depth tutorial demonstrates how to set up equipment and adjust audio settings. Video Seminar Live offers a detailed guide that answers questions about web conferencing. It covers basics such as bandwidth solutions and equipment.

Determine the best audio and video conferencing supplies for your intended usage

Providers of conference equipment and supplies generally know the best products on the market as well as what might be coming down the pipe. Consult with distributors to see which supplies are the best options for your business.

I recommend: Phoenix Audio offers a series of solutions for business owners, optimizing audio and visual setups for web conferencing. It offers solutions for clarity in telephone communications as well as voice over IP solutions. ThinkEngine Networks offers businesses clear conferencing solutions including voice solutions customized to each user's specified needs.

Analyze reviews of video conferencing supplies and programs

When looking at programs and equipment for conferences, check out user reviews and comparisons to see which ones suit the size of your conferencing audience and your technological specifications.

I recommend: Publicare offers a review of web conferencing solutions and their ratings. It gives detailed summaries of the programs including their prices and the pros and cons in usage. Ziff Davis Publishing Holdings offers a comparison of conferencing products according to business specifications. Select products that interest you and click to see a side-by-side review of each product.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Look for computer programs that utilize a computer's built-in audio and video equipment for conferences.

Technology facilitates easier ways to work together and communicate much more effectively. Have regular meetings easily through conference calls. Stay in contact with traveling employees or those that work from home using audio conferencing equipment.

Get conferencing equipment to allow multiple people to take part in a phone conversation at once on a single phone. Having the right equipment can result in a successful phone call. The right equipment prevents your conference from being a waste of time while you organize paperwork and have people on multiple phones.

When shopping for conference equipment and supplies you must:

1. Analyze your business conferencing equipment needs by considering things like how many people will be participating in calls, and where the calls will take place.
2. Be prepared to invest some money in the right equipment.
3. Remember the importance of sound quality.

Action Steps
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Take advantage of conference call services

There are third party companies out there that specialize in organizing conference calls. They set up the conference call for a predetermined time at a toll free number that everyone participating in the call will dial. There are additional services as well such as call recording, call transcription, participant pre-notification by fax or email, audio streaming, and sometimes they even provide the audio conference equipment.

I recommend: Get a free quote online at BuyerZone.com. Intercall and AT&T both offer conferencing services.

Get the basic teleconference equipment: microphone and speaker unit

The unit is designed to allow people in a large room to hear and speak clearly into one central unit. The unit is usually the size of a phone that plugs into a regular phone jack with a regular phone cord, and it is normally placed in the center of a table to be surrounded by participants.

I recommend: Popular teleconference equipment models are Polycom, SoundStation and ClearOne.

Buy an adapter for teleconferencing equipment

Most teleconferencing equipment systems work only with a standard analog telephone jack. Nowadays many jacks are digital, so you need an adapter to make the conferencing system work. Shop around for a compatible adapter instead of getting one from the manufacturer which costs much more.

I recommend: Get a Cisco or D-Link adapter.

Find audio conference equipment with expansion capabilities

This is extremely important if the conferencing equipment is not stationary. The equipment needs to accommodate changes in room size, amount of windows, and ceiling height.

I recommend: Avaya and Merlin Magix offer conferencing equipment that is expandable.

Purchase teleconference equipment with full-duplex mode

Regular speakerphones operate on half-duplex mode, which means using a microphone mutes the sound. Full-duplex allows all parties in the call to speak and listen congruently through a digital receiver.

I recommend: Try Nortel Audio teleconferencing equipment or the Polycom SoundPoint 2, which also has video conferencing capabilities.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Test the conference quipment in the setting it will be used in before purchasing it.
• •  Rent the equipment for conferences before buying it if trials are not allowed.
• •  Shop around for used conference supplies to save on costs.

Teleconferencing equipment is a high-tech investment that can soon run into the thousands of dollars. If you are watching your bottom line, you need to look for ways of saving money on conferencing equipment and supplies. The most obvious way to save money is to watch for teleconference equipment for sale at discounted or wholesale prices, but there are other ways.

When choosing teleconference equipment, look for equipment that meets your needs today and can grow with you into the future. Because technology dates so rapidly, you want to make sure you can get as many years as possible from your investment. To save money with the equipment you should look for the following:

1. Conferencing equipment that has expansion capabilities. As your business grows, you can add to the conference equipment setup.

2. Conferencing equipment that is upgradable. If you buy used or discounted equipment, it should still be new enough to upgrade.

3. Conferencing equipment that is energy efficient. Newer pieces, especially video monitors, are more energy efficient than older models.

Action Steps
The best contacts and resources to help you get it done

Find discounted audio conference equipment

As audio conferencing goes to newer technologies, such as VOIP, you can find many opportunities to buy discounted audio conference equipment to save money. Since most audio conferencing equipment uses phone lines, be sure it is compatible with your existing phone system.

I recommend: Wireless Hut.com regularly puts a large selection of audio conference equipment on sale. Check often to see what new merchandise the company is offering at a discounted price. Hello Direct offers discounts on audio conference equipment if you purchase in quantity. The more units your buy, the more you can save.

Choose conference equipment and supplies from a leading service provider

If you choose large conference equipment providers to supply your conferencing equipment, they can meet your conferencing needs from a larger range of products. Larger providers of conference equipment can offer advice on which systems are going to give you the most value for the money.

I recommend: IVCi can help you set up your teleconferencing equipment. The company offers all of the major brands of videoconferencing products. Be sure to read its white paper on buying videoconferencing equipment. There are tips in it to help you make the right choice for your business. InterCall also offers a number of name brands in the video conferencing industry, such as industry leaders Tandberg and Polycom.

Outsource your teleconferencing equipment needs

Conferencing equipment is a large investment. Unless you use the equipment regularly, you might be better off to use outsourcing services rather than owning your own equipment. Outsourcing companies can configure the equipment to suit each individual teleconference that you host.

I recommend: Read about outsourcing your video conference equipment with TKO Video Communications. As providers of conference equipment and supplies, they have the video conferencing supplies on hand to set up a video conference to meet your specifications. You can also choose to outsource your teleconferencing equipment needs with Videonations.

Conferencing equipment and supplies are necessary so you can have all of your employees, colleagues and clients in the loop. Conferencing allows you to communicate with multiple people at once, no matter where they are. But to do this, you need conferencing equipment. The equipment you need depends on the type of conferencing your business wants to participate in.

All of these different types of conferencing have their own benefits and their own equipment needs. Consider some key terms to simplify the conferencing equipment and supplies options.

Action Steps
The best contacts and resources to help you get it done

Video conferencing

Video conferencing allows multiple users to talk with one another and see each other with a live video stream. For reliable video conferencing, businesses need high quality web cameras, as well as broadband Internet that offers good bandwidth.

I recommend: Read about video conferencing on the wiseGEEK website.

Web conferencing

Multiple users can utilize a text message based system to all participants in web conferencing. To employ web conferencing in your business, you'll need web conferencing software, such as WebEx and Microsoft Live Meeting, computers and VoIP technology.

I recommend: Tech-FAQ provides information about web conferencing.

Audio conferencing

Audio conferencing is possible when multiple participants are together on one phone call. Many businesses simply need a speaker phone to participate in audio conferencing, however there are other equipment options to improve the quality of your audio conferencing options.

I recommend: InterCall details audio conferencing information on its website.

Conferencing system

A conferencing system is basically a one stop shop for your audio conferencing needs. A conferencing system is equipped with microphones so everyone in on the conference call can speak and others on the call can hear the speaker.

I recommend: Read the product features of a conferencing system detailed on the AVsuperstore website.

Expansion modules

Expansion modules can transform your regular conferencing system into the high tech device you need. An expansion module allows businesses to conduct audio conference calls and has inputs for video and web conferencing as well.

I recommend: Read about the features available on expansion modules on the AAAphone.com website.

Conferencing services

Conference services are the options provided by the telephone or Internet provider to give businesses access to the conferencing features needed. Conferencing services offer audio, video and web conferencing opportunities.

I recommend: Check out the AT&T Conferencing Services portfolio for details about conferencing services and the equipment your business might need.