When should you hold an audio conference call instead of a video conference call?

What are the advantages and disadvantages of audio and video conferencing?

Knowing the best time to use audio and video conferencing and how they compare with each other will help improve the effectiveness of your meetings. 

That’s not all. Armed with this understanding, you’d make better use of your business funds.

At the end of this article, you’d know how audio and video conferencing differ and the best time to use one instead of the other. 

Let’s dive in.

What is audio conferencing?

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Audio conferencing is a remote meeting where you converse with your team members over the phone using audio equipment. It works with the use of telephones, mobile phones, and speakerphones.

This is how audio conferencing works: 

• You will create an audio call session and share the link with your team members. 
• Your team members then join using the link. Alternatively, your team members may have to dial a number. 
• After they click the link or dial the number, they will be required to input a pin to join the audio conversation. 

You can hear your team members as if they were in the same room as you as soon as you are connected. One typical example of audio conferencing is using grptalk. 

Here is a step-to-step guide to using grptalk.

• You must download the app from Google Play Store or the AppStore.
• Type in your name and mobile number in the form, agree with the terms and conditions and click on generate OTP.
• Fill in the OTP sent to your mobile number.
• Create a group by typing in a group name and pressing ‘next’.
• Add contacts with whom you want to join the audio call.
• Open your group from the dashboard and proceed to click on the ellipses in the top right corner to access group settings.
• Initiate and schedule when you want the call to take place.
• Once you schedule the call, all your team members will receive an SMS alert about the timing of the group call.

Let’s examine some of the advantages and disadvantages of audio conferencing. You want to take advantage of this next part. 

Pros of audio conferencing

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Both audio and video conferencing are great conferencing modes for your business. Here are some advantages of audio conferencing that make it more suitable than video conferencing.

• It is easier: You can make audio conference calls without the internet, cameras, and troubleshooting struggles that come with video conferencing.
•  High-quality calls: When considering audio and video conferencing, you must know that an audio-only conference delivers the best possible audio experience.
• It is cheaper: One significant advantage of audio over video conferencing is cost. Audio conferencing help you spend less.
• Greater reach: Since it primarily relies on telephone connections, you can reach your team members easily.
• Better security: Audio conferences are highly secured, making it challenging for hackers to penetrate your call.

Cons of audio conferencing

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You have seen some of the benefits audio conferencing offers you. Now, let’s look at the other side and see why you should choose audio over video conferencing.

• No visual communication: One significant difference between audio and video conferencing is that audio conferencing does not support visual images. 
• Loss of concentration: With audio conferencing, your team members can easily lose concentration, losing out on important information.

What are some of the audio-conferencing software?

Below are some of the best audio conferencing software for you.

• Grptalk: Grptalk is an audio conferencing app that lets you connect 3-1000+ people on one conference call in less than 30 seconds.

• ClickMeeting: ClickMeeting is a great tool to organise occasional appointments and talk to a large audience for a low cost. 

• Join.me: Join.me is an online meeting platform that helps businesses manage meetings and team collaboration.

• GoTo Connect: GoTo Connect is a customisable, scalable, all-in-one cloud phone and meeting system with everything businesses need to connect from anywhere.

• Slack: Slack is a business messaging App that connects people to the information they need. It also allows teams to meet over an audio call.

To better understand when to use audio and video conferencing, let’s look at what it is, together with its pros and cons.

You should also read:

• Should You Choose a Free Conference Call App Over a Paid One?
• 10 Best Conference Call Apps For Business
• Mobile Conference Calls Guide For Dummies/Beginners

What is video conferencing?

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Video conferencing connects you and your team members in real-time via the internet to create a face-to-face conference.  People often call it a virtual meeting.

You and your remote team members from various places will use internet devices to communicate and interact with one another. 

You would also need video equipment like webcams to have a seamless video conferencing experience. 

Video conferencing is much like having a typical face-to-face conversation. An excellent example of this is using TelebuJoin. 

You get into the call through a unique link and need a webcam so that others can see you. 

Let’s examine some of the advantages and disadvantages of video conferencing.

Pros of video conferencing

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Consider it if you still need to start using it. Let’s get familiar with some of the advantages of video and audio conferencing to decide if it’s the best for you.

• Improves communication: Video conferencing helps your team members concentrate better, grasp information quickly, and perform their duties efficiently. 

• Helps build relationships: Bonding with your team on video meetings improves teamwork which ultimately helps them in executing tasks more efficiently.

We have looked at some of the benefits of video conferencing. To help you decide when to use audio and video conferencing, you must be aware of the disadvantages of video conferencing.

Cons of video conferencing?

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As great as video conferencing is, it comes with its downsides.

• Network instability and time lag: Between audio and video conferencing, video conferencing faces more network glitches, which can get frustrating and can have you ending important business conversations.

•  Need for technical training: You may incur extra costs training your team members on properly setting up a video call, ultimately affecting your business’s finances because video conferencing is more technical than audio conferencing.

• Background issues: You will likely experience more distractions on a video conference as your team members can easily get distracted by what is happening in the background of others and lose out on vital information.

What are some of the video conferencing software?

• TelebuJoin: TelebuJoin is an instant video conferencing & interactive webinar platform that helps you meet, discuss & build relationships from anywhere, on the go.

• Zoom: Zoom is a cloud-based video conferencing platform for meetings, audio conferencing, webinars, and meeting recordings.

• Microsoft Teams: It is a collaborative workspace within Microsoft 365 and a central hub for workplace conversations.

• Google Meet: It is a video-communication service developed by Google and an easy-to-start, secure video conference.

• Skype: Skype software for communication over the Internet includes voice, video, and instant message capabilities.

You should also read:

• Video Conferencing Apps for Remote work
• What is Web Conferencing?

Audio vs Video Conferencing at a glance

To make the best business decisions, you need to know the primary difference between an audio conference and a video conferencing. We have created a simple comparison between audio and video conferencing in the table below. 

	Audio Conferencing	Video Conferencing
Type	Only voice is transmitted	Blends audio and visual elements
Connection	Landline/Internet	Internet
Equipment needed	The device, Microphone, software, Stable Internet Connection	The device, Microphone, Software, Stable Internet connection,Web camera
Availability	As simple as traditional phone calling	Requires high-speed internet bandwidth
Add-ons	No	Additional collaboration features like cloud storage, meeting recording, and screen sharing.

Best time or situation to use audio conferencing

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You must wonder, “what is the best time to use audio conferencing instead of video conferencing?”

Both audio and video conferencing are great, but you must use them at the right time.

It’s simple. We describe some scenarios where audio conferencing will be better than video conferencing. We also provided some general rules to help you decide which to go with in different situations.

If the meeting is to be brief, you should employ audio and not video conferencing. When the discussion is short, talking over audio-only engages your listeners more.

Also, you can utilise audio conferencing if you do not need visuals. Having a video conference for a meeting where you can communicate your information adequately without visuals is a waste of resources.

You know this already. Video equipment is quite expensive. Opting for an audio conferencing meeting is better if you don’t have reliable video equipment.

Best time or situation to use video conferencing

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Both audio and video conferencing are excellent when used appropriately. Let’s take a look at the best time to use video conferencing. 

Video Conferencing is best used when you require the full attention of your attendees or there is an engaging activity to be done. In situations like this, video conferencing offers your team better understanding and clarity.

A good example is making presentations. When presenting to your audience, they can stay glued to the process and gain a deeper understanding of what you are saying.

Organise hitch-free conferencing

Audio and video conferencing have a lot in store for you.
The one you decide to use will be subject to the purpose of the meeting.
Check out the article on the best audio and video conferencing apps to help you select the best software for your business.

Reach out to schedule a demo, or ask about audio and video conferencing from our experts. Click here to contact us for your inquiries.

Create a free grptalk account and enjoy a seamless audio-conferencing experience. You can also create a free account with TelebJjoin, to enjoy smooth video conferencing.