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WhatsApp is not just designed to send messages to your friends and family. It turns out that it is also a great conference call tool. We’ll dive into everything you need to know to get started below.
Why conference calls are so important
A conference call is a great way to keep your team consistent, no matter where they are. Although with changes in the workplace and more communication methods, the boundaries of what you call a formal conference call are a bit blurred, one thing is still clear: conference calls are an important part of communication with team members. And they are also valuable for customer interactions.
Imagine this: your team needs to meet as soon as possible to eliminate some of the problems in your latest project. This is one of your most important projects so far, and you need a convenient way to call all team members at the same time. But some of them are either on the go or work from home when they are on the phone.
Fortunately, each of them has downloaded WhatsApp on their mobile phones, so they can answer calls anytime, anywhere. Most importantly, there is no cost to keep everyone in touch and interact. With WhatsApp, once you learn how to use it for conference calls, this will become your reality.
When we only need to meet eight people, we have used WhatsApp for group conference calls. It is very convenient, and if you have a strong Internet connection, it may be a good choice. This also helps WhatsApp run on any type of smartphone, because the hardware used by each of our team members is always different.
Quick tips for improving WhatsApp conference calls today
If you use WhatsApp as a conference call tool, here are some quick tips to try resizing. Remember, you can only use it for conference calls with 8 people or less. The advantage is that it is free to use and easy to set up.
Download the WhatsApp app
To successfully conduct a conference call via WhatsApp, you need to make sure that everyone on your team has downloaded and configured the app first. In this way, they will not fumble when they need to make a call.
Downloading the application is as easy as finding it on the Internet using a quick Google search on your computer. For smartphones and tablets, just go to your phone’s app store and search for “WhatsApp”, then download the free app to your device.Or you can visit whatsapp.com/download Download the app for Android, iPhone or Windows.
It’s good to know that WhatsApp is not only for smartphones. You can also easily access it from your desktop or laptop when you need to use it to make calls.
Upload your contacts to WhatsApp on your mobile device
There are many ways to add or import contacts from your phone to WhatsApp. In many cases, when you download the app for the first time, it will ask you for permission to automatically sync your contacts with WhatsApp. If you don’t want (or forget) to do this, follow the steps below to add contacts to WhatsApp on Android and iPhone.
On Android devices, follow these steps to add one contact at a time:
- Open WhatsApp on your Android device.
- Click green New message icon.
- select Contact screen then New contact.
- Enter the same phone number as the contact and click save.
To sync all Android contacts to WhatsApp:
- go with Set up And choose Apps and notifications From the settings menu.
- Scroll through the list of applications and tap WhatsApp.
- Click on Authority then Contact.
- select allow Allow WhatsApp to access your phone’s address book.
On iPhone, follow these steps to add one contact at a time:
- Open WhatsApp on iPhone.
- Click blue Plus (+) icon In the upper right corner of the screen.
- Enter the person’s name and number and click complete.
To sync all iPhone contacts to WhatsApp:
- First, go to Set up Then choose privacy From the settings menu.
- Tap Contact person And switch the switch next to WhatsApp to On/green.
- Open the WhatsApp application to check if your contacts are synced.
Test group video and voice call function
After configuring WhatsApp settings and uploading contacts, you can start testing its group video and voice functions.
Here is how to proceed Voice conference call Via WhatsApp:
- After downloading the app, go to your to chat with label.
- Select anyone on the team you want to participate in the conference call and press Call button.
- Once they answer your call, press Add call button And select a contact from your contact list.
- After they answer, you will be able to see that they have been added to your WhatsApp screen.
- Repeat this operation for up to eight people.
It’s important to remember that if you decide to host a voice call, you won’t be able to switch to a video call when needed. To do this, you must hang up and start a new group video call.
Knowing little things like this, especially if you plan to use WhatsApp as the main method of team communication, can help you avoid the hassle of group call management in the long run. It can also help you make group calls more effectively.
Here is how to proceed Video conference call Via WhatsApp chat tab:
- After downloading the app, go to your to chat with label.
- Select anyone you want to participate in the conference call and press Video call button.
- Once they answer your call, press Add call button And select a contact from your contact list.
- After they answer, you will be able to see that they have been added to your WhatsApp screen.
- Repeat this operation for a video conference with up to 8 people.
The main difference between conducting a video conference and a voice conference call is that you press the button that initiates the call.
Remember, there is more than one way to initiate a group video call. You can do it through the “Call” tab or an existing group chat. Here are some tips to ensure that your video conference call runs as smoothly as possible:
- Make sure to have a reliable internet connection for better video and audio quality.
- If you want to turn off the video function at any time during a video call, you can tap Video off.
- Remember, to delete someone during an active group video chat, they must raise their hand from their device.
Schedule and broadcast your next conference call
Once you are familiar with WhatsApp and its calling features, you can schedule the next conference call. The easiest way is to send a group message with the time and date of the conference call.
However, if this is more effective for you, you can also send a quick email. The beauty of using WhatsApp for conference calls is that you don’t have to deal with the issue of distributing long login links, dial-in numbers, or access codes.
Long-term strategy for improving conference calls
The quality of the conference call depends on two main factors: the degree of advance preparation and the quality of the conference call tools. Whether you use WhatsApp for calls or not, here are some tips and tricks to help you strengthen your conference calls in the long term.
Clarify your call agenda in advance
There is no doubt that one of the best ways to successfully manage a conference call (especially the larger the conference call) is to make a game plan with them.
This means that you want to make a plan or timetable for each conference call you host. Here are some key points to help you point you in the right direction. Try these sizes and see what can help you make better calls.
- Let everyone take turns to introduce themselves, especially if they haven’t met yet.
- Make sure to use the mute button freely (if possible) to ensure that no one talks about other people and everyone respects each other’s time.
- Are you recording a conference call? Let everyone know beforehand so they know what they are doing.
- What is the general agenda of the conference call? It is a good idea to let everyone know from the beginning so they know what will happen.
- Who is the host of the conference call? You should also know this at the beginning to avoid any confusion. Likewise, the larger your conference call, the more important this becomes.
- It is always a good idea to send the summary of the post-meeting conference call so that both attendees and those who failed to complete the meeting understand what is being discussed.
Set time limit
Although it may sound counterintuitive at first, setting a time limit for your conference call can actually help you achieve more goals during the call. With a clear ending in mind, you will be able to set the pace for a productive conference call and move your team forward.
Setting a time limit and letting everyone who participates in the conference call know in advance can also help them plan their day’s itinerary. Knowing how much time they need to set aside for your conference call can help them be more present and better prepared.
This is true whether you use video, telephone, or hybrid teleconferencing. It is also helpful to know whether the software you are using has conference or group call restrictions. This way, you won’t be surprised during the meeting.
Looking for a more powerful alternative
WhatsApp is a reliable tool for communicating with a small group of people. However, it is clear that WhatsApp is not primarily designed for conference calls.
However, when you look at the other options, this is not a problem. There are many more powerful conference call options specifically designed to help you host first-class conference calls, regardless of your talk time or team size.
We have compiled a guide to learn more about The best conference call service usable. However, the following is a quick time-saving review of the best options worth considering:
Take a quick look at our top three favorites:
Ring center Is a leader in all business communications fields. Therefore, it is no wonder that it also tends to dominate the teleconference field. Unlike WhatsApp, RingCentral provides calling tools designed to meet the needs of hosting and managing conference calls. If you choose one of its introductory plans, it can also be affordable.
Skyrocket If you prefer to have a video conference call, that would be great. It is easy to use, can be accessed by almost anyone with an Internet connection, and has many useful features, even on a free plan. All in all, Zoom is a great choice for video conferencing suitable for large and small businesses.
Free conference call If you are looking for a free conference call service, it is a possible choice for you, which allows you to go beyond the functionality of applications such as WhatsApp without having to pay any ongoing fees. FreeConferenceCall is used by companies of all sizes and it is a viable free option worth considering.
Next step
WhatsApp is a great conference call option, you may never have thought of it before. Now that you know how useful it is in helping you bring your team together, you can easily make it part of your workflow. Nevertheless, it’s important to remember that whether you are making a video call or a group voice call, it has a limit of 8 people.
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This article was written by Daily Eggspert today.
