Téléconférence – la meilleure solution pour les réunions de travail

Teleconferences are considered one of the most effective tools for business meetings with no boundaries or physical presence. Their simplicity and accessibility made them a much-favored medium for daily business communication. 

Qu'est-ce qu'une téléconférence ?

A teleconference connects several participants simultaneously with the help of telecommunications devices. It allows attendees from different locations to participate in virtual business meetings instead of in-person meetings.

Web conferencing is a globally available service that can be accessed from any device at anytime. Its flexibility makes it the perfect communication tool for businesses with the following:

• équipes distantes
• multiples bureaux
• partenaires
• clients éloignés

L'utilisation des capacités de conférence en ligne augmente l'efficacité et améliore la productivité de l'entreprise.

Résumé

Teleconference options are considered among the most effective tools for business meetings with no boundaries or physical presence. Their simplicity and accessibility made them a much-favored medium for daily business communication. Learn about the advantages of conferencing solutions and how the business benefits them. Find useful tips on how to host effective business meetings over the web.

Les avantages de la téléconférence

Optimisez les coûts d'exploitation

Cost efficiency is the primary benefit of voice and video conferencing. Web conferencing vendors or cloud telephony providers provide teleconference services. They often provide competitive monthly rates and usually include free conference tools in the monthly package. Audio and video calls are usually conducted via local access numbers, significantly reducing costs or entering a pin to join. Regardless of the call’s duration and the time of day it is held, the expenses for the teleconferencing are minimal.

Simplicité

Audio conference services can be quickly and effortlessly configured and managed. One of their main advantages is that they utilize a widespread technology – the phone. Creating a free conference room and inviting the users to join requires less than 3 clicks. The attendees of the business meetings can participate from anywhere. All that is required is a working telephone connection or an Internet one. The simplicity of conference calls and their ease of use transform them into essential collaboration tools.

Grande accessibilité

Joining a conference can be performed from any device. Audio and video conferencing can be conducted at any location with an internet location. No one must be in a specific place during the business meeting. The invited people can join from a phone, mobile, tablet, laptop, or a feature-rich conference phone system like Yealink CP960.

Gagnez du temps

The ease of use and the accessibility of conference tools are essential for businesses as they save valuable time. A teleconference can be arranged quickly if an important decision should be taken. Thus, everyone can input their ideas and comments on issues to be solved without even leaving their desk. 

Efficacité 

Online conferencing brings people in charge together right on time for a real-time discussion. It enables the responsible people within an organization to conduct effective remote meetings and ensures good communication with existing customers. Teleconferencing can be fundamental for delivering the company’s message to the right people. Written communication can be lost, ignored, or misunderstood. While the conference meetings deliver the message clearly and guarantee that everyone stays on topic. 

Communication fréquente et efficace

Les services de conférence audio et vidéo sont largement accessibles à tout moment. Cela permet aux entreprises d'organiser sans effort des réunions urgentes. Ainsi, les entreprises sont flexibles et s'adaptent rapidement à l'environnement commercial. La conférence virtuelle est vraiment un outil de collaboration fiable qui stimule une communication efficace à l'intérieur et à l'extérieur de l'entreprise. 

Dépasse les frontières géographiques

Companies today are often globally present. A teleconference ensures that colleagues, clients, and partners from afar stay always connected, no matter their location. Thus they can discuss business issues even if the participants are not in the same meeting room. This results in travel expense reduction, time-saving, and resource optimization for any company.

Fonctions de la téléconférence 

Les fournisseurs de services de conférence offrent une grande sélection de fonctions améliorées aux entreprises. Chaque entreprise peut choisir un paquet selon l'intensité des téléconférences qu'ils prévoient.

Services de conférence gratuits

Les prestataires de téléphonie cloud et les vendeurs des services de conférences peuvent proposer des téléconférences gratuites à leurs clients. Les appels audio et vidéo gratuits are an additional service to the company’s monthly plan. This free-of-charge feature does not require cancellation, deactivation fees, or a long-term commitment. If a company utilizes teleconferencing, the meeting host can easily create and manage a conference room. The participants can dial in using a special access code and an assigned local telephone number. 

Commencez votre conférence audio ou vidéo gratuite maintenant !

Appels internationaux

Conference call services allow a company to connect internationally through local phone numbers. This is a cost-saving feature as the local call rates are usually applied no matter the destination or duration of the audio conferencing. The invitees connect using the available in-country access number, followed by the PIN code provided by the meeting host.

Contrôle des appels

Having control over the conference ensures its efficiency and success. During web conferencing, using a mute button is an important option. It allows you to reduce disruptions of the background noise significantly, but it also implies that a person whose line is muted will not be heard. The host can also mute and unmute individual lines to minimize the meeting disturbance and navigate the discussion. But again, this excludes some of the attendees from the active conversation. 

Many companies prefer a professional système de téléphone de conférence in their meeting room. These advanced conferencing tools have built-in noise-proof technology that suppresses unwanted ambient noise while everyone can still hear the speaker. Background noise is one of the major challenges of conference calling. Read on to learn how to avoid it to have réunions à distance efficaces.

Musique en attente personnalisée

Quelques fournisseurs vous offrent de personnaliser la musique en attente. Cette mesure améliore l'expérience d'attente pour les personnes attendantes. Le choix de la bonne musique fait partie de la communication de marque avec les partenaires, les clients ou les collègues.

Conférences en ligne

The web-dial feature allows an enterprise to arrange a conference call and conduct a company meeting from a browser. Starting a business discussion over a softphone requires a high-speed Internet connection and high-quality audio or video. 

Créez des salles de sous-conférence illimitées

Some service providers offer the option to create multiple sub-accounts. This helps a company structure the communication flow for a certain project. The sub-accounts authorize multiple people to simultaneously create a conference call under the main account. This feature is useful for attendees who should continue the discussion in small group sessions.

Salles de conférence et réunions vidéo instantanées

In case of an urgent issue that has to be solved, organizing instant remote meetings is priceless. A conference room can be set up without effort for a voice-only conference within minutes. Joindre une réunion vidéo is also a good solution in such cases. It is fast and effortless – you only need a device with a display and a good internet connection. 

Analyse des téléconférences 

The analytics feature gives the company accountable insights about its business communications flow. The included metrics give any enterprise valuable information about conference usage by individuals or departments. 

Dial-out pour ajouter des appelants

Dial out feature allows the host to call different users simultaneously and from the same device. Once the callers answer, they are already connected and are part of the meeting. Depending on the specific company’s communication needs, some businesses choose this option over Dial-in conference calls.

Comment organiser une conférence en ligne ?

Pour les conférences audio

Pour l'organisation et la gestion d'un appel de conférence, vous devez suivre quelques étapes faciles :

1) Les fournisseurs de services peuvent offrir à une entreprise un accès gratuit à une fonction de conférence ou l'entreprise doit posséder un compte dans leur système.

Thus, the host creates a conference room without needing to log in first with a username and pass. The other option requires the moderator to be logged into the company’s account to start a conference call.

2) L'équipement nécessaire à la tenue de la conférence téléphonique doit être disponible 

Selon le dispositif utilisé pour la conférence audio, le matériel requis peut varier. Un softphone avec un casque, un téléphone mobile ou une tablette avec un microphone intégré convient pour les appels de conférence. Beaucoup des PMEs préfèrent un système de téléphone de conférence dédié avec beaucoup de fonctions avancées.

3) Invitez les participants

Invitations should be sent via email or instant message containing the exact date and time and the corresponding time zones if needed. An access code for the meeting has to be generated and provided along with the access number list. 

4) L'hôte et les participants devraient rejoindre la salle de conférence

Audio conferencing requires callers to dial a specific access number and enter the access code (PIN). This PIN adds a layer of security to business conference calling.

5) Commencez à collaborer

For video conferencing: You do not need an installation or logi if it is a web-based service. Your host will send you a link with a pin generated for you to join. You can open the link and click on the button to join so that you attend the réunion virtuelle.

Téléconférence – un facteur clé pour le succès de l'entreprise 

Web conferencing is an integral part of the business communications strategy of any company with remote offices, clients, and partners. There is a wide range of activities to which teleconference applies to:

• La connexion des employés avec des prospects ou clients existants 
• Discussing the company’s strategy with people from different departments
• Solving fast important issues that occurred unexpectedly
• Partager des fichiers et recevoir un commentaire verbal immédiat
• Organiser des entretiens d'embauche à distance
• La provision d'entraînement interne pour les employés ou partenaires
• Organiser des réunions avec les parties prenantes

The benefits of teleconferencing for any enterprise, be it small, medium, or large, aggressive. 

Minimize business telephony costs.

Économiser de l'argent est toujours un grand avantage pour toute entreprise profitable. Opter pour des services de conférence payants est une option que toute entreprise devrait envisager. Quelques fournisseurs de téléphonie cloud offrent des solutions de conférence audio et vidéo comme service gratuit à valeur ajoutée.

Reduce business travel expenses.

Avec les téléconférences, vous avez la possibilité d'économiser d'argent lorsqu'il s'agit de frais de voyage. Contrairement aux réunions en face-à-face, le télétravail ne nécessite pas votre présence physique à la réunion. Votre budget mensuel en va définitivement profiter.  

Réduction des frais d'hébergement

Teleconferencing allows the meeting to be hosted and the attendees to join from anywhere. A company’s headquarters, a home office, a co-working space, or a coffee shop – any convenient place. Reducing business trip accommodation expenses significantly allows the company to allocate financial resources elsewhere.

Optimize the time spent in meetings.

Apart from the obvious financial benefits, teleconferencing is a great time-saving tool. Web conference tools ensure more valuable time spent in business meetings than on business trips. This allows the company to adopt a more sustainable approach, scheduling business meetings regularly. Additionally, while waiting for all the attendees to dial in the teleconference, everyone can continue working on their current projects. Thus they avoid the frustration of wasting time in an empty board room before in-person meetings.

Augmentez la productivité des réunions 

Teams, customers, or clients from different locations can join the business meeting anywhere. Leveraging teleconference capabilities helps participants spend more quality time during the meetings. As long as all attendees follow the established l'étiquette d'appel établie, il en résulte une efficacité d'équipe augmentée.

Améliorez la collaboration des équipes

Online conferencing ensures that the teams involved in a certain project actively cooperate. The simplicity of hosting and joining a remote meeting and its high accessibility helps co-workers engage better. The option to meet on short notice to discuss urgent issues turns conference rooms into powerful real-time collaboration spaces.

Vous n'avez pas besoin de matériel cher 

Most business phone systems devices support teleconferencing. Their seamless integration with the existing telecommunication infrastructure saves a business additional investment in expensive equipment. Due to the advanced téléphonie cloud technology, many companies no longer need a dedicated phone line. Teleconferencing is compatible with cell phones, tablets, and laptops.

Coûts associés aux téléconférences

Virtual conference costs vary, depending on what type of services a company selects. The choice depends on the business model and size of the enterprise, along with its communication needs. Several aspects should be evaluated before deciding on the teleconferencing service. 

• La fréquence estimée des conférences
• Le nombre typique de participants dans les réunions à distance
• La durée moyenne typique de la réunion
• L'implémentation des services VoIP dans le système téléphonique d'entreprise
• Si le fournisseur de service cloud offre les conférences comme fonction supplémentaire 

Il existent plusieurs types de services de téléconférence audio et vidéo offered by providers, which differ in cost and features.

Services de téléconférence standard

Large companies with a higher volume of audio and video calls often choose a vendor specialized only in conferencing services. The organization expects premium quality voice and video transmission during the remote meeting, and the provider offers instant activation with no setup fees or long-term commitment. The associated monthly costs for such a service are usually calculated depending on the number of meeting participants. Additionally, long-distance charges per call may occur even if the call duration is unlimited.

Conférence téléphonique en logiciel libre

This type of teleconference service is simple to manage and easy to use. It requires access to a device such as a computer or a laptop with a working Internet connection. You do not need to register an account within the conferencing system if it is a web-based service. Setting it up is completely free. 

Service de téléconférence sans frais

Toll-free service vendors provide conference call attendees with a dedicated toll-free conference number. The teleconference participants dial this free number through a landline, mobile, or cloud-based VoIP system. The account holder call rates charged by toll-free service providers are calculated per caller per minute. Depending on customized calling packages, additional fees may occur for mobile phone callers.

Service de conférence téléphonique cloud

VoIP telephony providers typically offer cloud phone systems with integrated advanced features like call conferencing for their customers. VoIP teleconferencing connects calls via a conference bridge. This enables participants to dial a conference call simultaneously using dedicated local numbers. Call conference is free of charge for customers using landlines regardless of location. If the preferred conferencing tool is a mobile device – call rates fees may apply according to their specific business mobile plan. Cloud telephony service providers offer unlimited call duration, multiple simultaneous voice conferences, and accessibility from any device. A conference call reservation is not required. The company will be charged per minute if the VoIP provider does not include teleconferencing in the monthly plan. 

Téléconférence vs. rencontres en personne traditionnelles

Conferencing technology has considerably simplified the way companies communicate. Teleconferencing has greatly shaped the entire system of business meetings. However, there are still cases when in-person meetings cannot be entirely replaced.

Why are more companies choosing web conferencing?

• It significantly reduces business travel expenses as participants can join the virtual meeting from anywhere. 
• Avec une téléconférence, plus de deux participants peuvent atteindre en même temps une réunion professionnelle via audio ou vidéo.
• A face-to-face meeting requires all the attendees to meet in person at the same time in the same room.
• Rassemblez facilement tous les participants importants pour la réunion, quel que soit leur emplacement actuel.
• Les participants peuvent joindre la réunion de n'importe où, les frais d'hébergement se diminuent alors. 
• Planning the meeting is simpler, as the company should not consider all attendees’ travel and accommodation time.
• L'entreprise n'a pas besoin de payer une salle de réunion, un équipement spécifique, ou même un dîner d'affaires. Le budget est donc optimisé et peut être alloué ailleurs.
• Les participants se sentent plus confortables et concentrés. Ils ne sont pas stressés par les retards de vols, le chaos des transports ou les réservations d'hôtel perdues.
• Teleconferencing enhances business productivity and increases team efficiency, as the meetings can be conducted daily if needed.
• Solving an urgent issue over an online conference is easy. Responsible people can dial in effortlessly at short notice.
• If the conference tool has a recording feature, the meeting process could be analyzed and improved.
• En incluant la téléconférence comme outil standard dans la stratégie de communication de l'entreprise, celle-ci montre qu'elle est soucieuse de l'environnement.

When should Face-to-face meetings be held eventually?

• In-person meetings are favored when all attendees occupy the same premise, and the meeting is expected to be brief. Then it is a matter of a short conversation to coordinate and conduct it.
• If the meeting is supposed to continue the whole day and involves too many participants.
• Sometimes, non-verbal communication and body language can hint at the users’ real opinions attending the meeting. Discussing a highly sensitive topic that impacts many participants is considered more effective in face-to-face meetings.
• Interviewing job applicants over teleconference is an adopted method for recruiting nowadays. Human resources may insist on in-person meetings at later stages to see if the candidate will integrate smoothly.
• Conducting multiple web conferences with a prospect at the early stages of a new business deal is always recommended. However, its closing requires a physical meeting. Typically there are lots of documents to be signed by the contracting parties.
• Directement recevoir des commentaires pendant une réunion personnelle pourrait être vital pour la direction que prendront certains projets.

L'étiquette pour une téléconférence efficace  

Web conferencing is a productive and efficient communication tool to organize and manage business meetings. Certain rules for conducting a remote meeting should apply to maximize their use.

Organiser une téléconférence

Good planning and on-time preparation are essential for the success of the virtual conference. Choosing the most convenient time for arranging the remote meeting is vital for the attendees. This excludes early morning, late in the evening, or lunchtime. Another important issue to consider is the time zones of the remote participants. If the meeting is not urgent, a poll can be created to find the most convenient time for everyone.

Planification de la réunion à l'aide d'invitations écrites

Calendar invites, instant messages, or simple email – there are multiple ways to request a presence confirmation at the conference. Participants should be informed about the precise date and time of the meeting. A link to the conference app or website with access data has to be included. A kind reminder about the future meeting should be distributed a day before the meeting.

Préparez le programme de la téléconférence et envoyez-le aux participants

Well, thought agenda is the core of a productive and effective teleconference. Sending out the schedule in advance allows the participants to ask questions before the meeting. The plan has to be very detailed as it will help users to follow the development of the conversation easily. If files must be transferred between the parties, they should be sent before the meeting so everyone is fully prepared.

La conférence doit commencer à temps

The meeting host is expected to join earlier for the final preparation before it starts. Sound and microphones have to be tested. If you need help, you can always contact the service provider support.

Choisissez un endroit assez calme 

Background noise can distract the participants and turn the meeting into an ineffective gathering. Muting any ambient noise is obligatory not only for the host but also for the other parties. 

Des consignes strictes doivent être annoncées au début

Starting with the roll call will help everyone get acquainted and know who is participating in the meeting. The members should be introduced with a name and why they attend. An important rule they should follow is to state their name before speaking. This helps to avoid miscommunication and makes it clear to the audience who is talking. The host has to cover briefly the agenda and set the time limits of the virtual meeting.

Restez concentré, connecté et motivé

The web conference host has to keep the attendees engaged and involved in the conversation. It is easy for participants to get distracted if they are multitasking during audio and video calls. The host should ask more questions, directing them evenly among attendees. There should be enough intervals during the discussion for questions, comments, and feedback. 

Résumez les points importants de la réunion 

Before the end of the conference, the results of the meeting should be outlined. Furthermore, new tasks should be assigned, and deadlines must be set. The host is also expected to thank the attendees for their active participation. This gives the participants the confidence that the remote meeting was useful and successful.  

Courriel de suivi – pour une téléconférence efficace 

Sending the attendees a follow-up email allows us to engage and motivate them for future collaboration. Writing down the achievements of the last meeting and future goals is a professional way to finish the meeting. Personal positive feedback from the host in the email usually boosts participants’ satisfaction with the meeting. 

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