Conference calls are a necessary part of doing business when you want to expand your reach or hire remote workers. The software you use provides the foundation for the way you come across to your clients, colleagues, and employees.

You can prepare for your online meeting all you want, but when your software does not back you up, the impression you make suffers.

Your online conferencing service should be comprehensive in the features it offers, intuitive to use, and dependable in service. Here are a few key features to look for when deciding on which software to choose:

Automated Calls

You may be the type of person that likes to schedule everything in advance, but sometimes it is nice to be able to collaborate on a project as the need arises. Some services require that you schedule your call to ensure that there is enough space on their network to accommodate you, but the best conferencing services provide you with a dedicated conference call number so you can instantly start a meeting at any time.

Simply dial your number, your access code, and your host code. Then you are ready to go. No scheduling, just instant collaboration whenever you need it.

Integrated Scheduling

For the times when you want to arrange a meeting ahead of time, your software should make things as easy as possible. An integrated service lets you schedule your meeting right from your calendar, choose contacts to invite, and send precomposed invitations with clear meeting and joining information included.

Participants can RSVP to have the call integrated into their calendar as well, with pre-set reminders so no one ever misses a call.

Simple Joining

No one wants to waste valuable time trying to figure out how to even join your call. Invitations should include a link that participants can click on, to be taken directly to your meeting. A comprehensive service will give people the option to join with one click via the web or mobile phone.

If they need to dial in, all they need to do is call your conference call number and they are ready to go. Make sure your attendees have options so they never incur charges for participating in your call, by using conferencing services that offer international and toll-free numbers for dial-in.

Screen Sharing and File Sharing

People comprehend and retain information better through multimedia exposure, so make the most of the time they are your captive audience by using every input method you have. Look for software that includes screen and file sharing, so you can instantly collaborate in real time.

This feature allows you to run demos, teach employees how to use the software, and otherwise drive points home for a winning presentation that everyone will remember.

In-Call Controls

Productive online meetings are well-structured, and the hosts make good use of the in-call console to keep the flow of the meeting under control. Find software that not only offers controls like mute options and presenter hand-offs but also makes them easy to find and use.

Attendance Tracking

Have you ever asked someone a question in a conference call only to be met with silence because the person you were addressing left the meeting without your knowledge? Make sure your software lets everyone know who is in the meeting at any given time, to keep things productive and avoid the embarrassment of appearing disorganized.

Some services also provide an attendance record, tracking when people entered and when they left the meeting, so you can follow up with anyone who may have missed something important.

Operator Assisted Calls

Sometimes, you need help managing your conference call and the call flow. Services that provide operator assistance with your calls upon request can help you keep everything in order so nothing goes wrong.

Dedicated call managers coordinate with you ahead of time to make sure you are both on the same page and they understand your expectations regarding the call. They will greet callers and introduce their arrival into the meeting, then they help moderate the flow of the call so you can focus on building relationships and conveying your message.

Follow -Up

The meeting is not completely over when the call ends. Your follow-up is just as important, so you want software that makes it easy. Comprehensive conferencing services record your meetings and store them on the cloud for future retrieval. Some even offer typewritten transcripts as well.

Send these out after your meeting so everyone who was there can review, and anyone who was not there can cover what they missed.

Final Thoughts

Your conference call service should support professional, productive meetings that leave people with a good impression. Look for software that is easy to operate and easily accessible. A full package of features including real-time screen and file-sharing will help you collaborate the way you want when you want.

You should be able to get help when you need it, keep track of your meeting attendance, and send excellent follow-up resources with a few clicks. When you have the software your business needs in order to communicate efficiently, your possibilities expand and your company thrives.