A teleconference is a live audio or audiovisual meeting with two or more participants. With the ability to teleconference, remote teams in an organization can collaborate and communicate, even when geographically dispersed. The process involves technology more sophisticated than a simple two-way phone connection.
At its simplest, a teleconference can be an interactive audio conference with people at two or more locations communicating over a speakerphone. With more equipment and special arrangements, a teleconference also can be a video conference, in which the participants can see each other.
Telecommunication systems support teleconferences by providing audio, video and data services. Participants communicate with teleconference platforms using devices such as desktop computers, tablets, smartphones and laptops. Teleconferences were initially conducted through telephone lines and were limited to audio; however, now it is more common for teleconferences to be conducted online or using voice over IP (VoIP).
Teams in an organization have the option to conduct teleconferencing through multiple means, including the following:
Teleconferencing works differently depending on the type of teleconference used:
Potential advantages of teleconferencing include the following:
There are some downsides that come with teleconferencing, however. Two important factors include the following:
To run an effective teleconference, the host should first understand how the system they are using works. This includes familiarizing themselves with features that may aid their conference, such as messaging and chat or breakout rooms.
Before hosting, the user should ensure they have a sufficient amount of bandwidth for the meeting. Documents, agendas and access numbers should be shared ahead of the meeting so that attendees know what the meeting is about, can securely access the meeting and be prepared when it starts. An access number could be a dial-in number or a PIN. Security codes ensure no one joins the meeting who is not supposed to be there. The host should also be mindful of their connection, potential noise distractions or other factors that can impede call quality, such as a lack of good lighting on a video call.
When the meeting occurs, the host may also have the option to record it. They can do this so that attendees can go back and review specific portions of the meeting, or to accommodate those who could not attend.
Some security best practices to follow while having a video conference include enforcing meeting starting times, locking the meeting when all participants are in it and using virtual backgrounds if an attendee's real background is distracting.
In 1956, Bell Labs became the first organization to develop the concept of telephone conferencing. And in 1964, AT&T exhibited the Picturephone at the New York World's Fair. Users could speak to and see others using a black-and-white screen that managed video and audio using three phone lines. But it took until the 1990s for AT&T to release a more commercially viable version. In 1973, David Brown developed the first chat software for the Plato Notes computer conferencing system.
In 1989, a developer named Brian C. Wiles created RASCAL, which is short for Remote Audio Sound Card Application Link. RASCAL was the first application to send voice over Ethernet networks, or VoIP. In 1991, WebEx Systems developed a higher quality sound and video system capable of being carried over broadband. One year later, AT&T released a commercially viable teleconferencing system.
It took until the 2000s for video teleconferencing to become more widely used. Web conferencing products started being used more frequently for business meetings as well. In 2004, Citrix released GoToMeeting as its first web conferencing product. In 2012, Zoom was released, and Microsoft Teams followed in 2017. During the COVID-19 pandemic, video teleconferencing apps such as these saw a large rise in users, as webinars and group meetings became more normalized -- enabling more workers to do their jobs remotely.
Organizations saw an increase in the use of teleconferencing applications in 2020 and 2021, as employees began working from home more due to the COVID-19 pandemic. Teleconferencing apps enabled teams to stay in touch with each other and remain productive. With a workplace structure steadily leaning toward and becoming more accepting of remote work, it is likely that teleconferencing tools will continue to be used for the foreseeable future.
Some examples of recent and potential advancements in teleconferencing include the following:
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26 Oct 2021