Conference Phones Guide
Audio quality
A conference phone with excellent audio quality ensures clear and seamless communication during conference calls. Look for features such as advanced noise cancellation, echo suppression, and wideband audio to capture and transmit crystal-clear voices without any distortion or interference. For instance, the Polycom SoundStation IP 7000 is known for its HD voice clarity and acoustic clarity technology which delivers impeccable audio quality. Another option is the BT MeetMe Conference Phone, which boasts intelligent ambient noise suppression and 360-degree audio pickup, allowing participants to speak and listen naturally without being affected by background noise.
Segmenting the market, there are conference phones ideal for small to medium-sized rooms and those designed for larger conference rooms or auditoriums. In the first category, the Jabra Speak 710 is a popular choice, offering superb audio quality with a high-performance omni-directional microphone and HD voice. For larger spaces, the Yealink CP960 stands out with its Optima HD technology and six-meter voice pickup range. Other notable products while considering audio quality include the Konftel 300Wx for wireless flexibility and the Cisco 8832 with its superb clarity, mobility, and scalability. Whatever the size of your conference room, prioritizing audio quality ensures a productive and engaging conference call experience.
Speakerphone capability
This attribute determines the quality of sound and voice clarity experienced during conference calls. Look for phones with advanced speakerphone features, such as noise cancellation technology and omni-directional microphones. A great example of a conference phone with exceptional speakerphone capability is the Polycom SoundStation IP 7000. It is equipped with Polycom's HD Voice technology, which offers crystal-clear audio quality and boosts productivity during conference calls. Another option to consider is the Yealink CP960 Conference Phone, which integrates the Yealink Noise Proof technology, eliminating background noise and ensuring enhanced voice clarity. These two models, along with the Cisco 7832 IP Conference Phone and the AT&T SynJ SB67138 4-Line Corded/Cordless Small Business System, are exemplary choices in various price ranges that emphasize the importance of top-notch speakerphone capability.
Microphone pickup range
This determines how far away the conference phone can effectively capture voices and ensure clear communication. When comparing conference phones, pay attention to the pickup range specified in the product's specifications. For example, the Polycom SoundStation IP 5000 offers a microphone pickup range of up to 7 feet, making it suitable for small to medium-sized conference rooms. For larger rooms, the Yealink CP960 provides an impressive microphone pickup range of up to 20 feet, ensuring that everyone's voice is easily captured even in a spacious conference setting. Another option for larger rooms is the ClearOne Chat 150, with a pickup range of up to 12 feet. These products are great options to consider depending on the size of your conference room.
Number of microphones
Having multiple microphones dispersed around the device enhances the audio quality and helps capture sound from different directions, reducing distorted or muffled voices. For example, the Polycom SoundStation2 features 3 microphones, allowing it to pick up voices from up to 10 feet away, while minimizing background noise and echo. Another option is the Jabra Speak 710, which comes with 4 omnidirectional microphones, providing 360-degree coverage and capturing voices clearly from all angles. The Yealink CP960 takes it a step further with built-in 3-microphone array, ensuring full-duplex technology for accurate voice reproduction, even in larger conference rooms. With different options available, carefully assess your conference room's size and acoustics to determine the ideal number of microphones needed for optimal call quality.
Noise cancellation technology
This feature effectively eliminates background noise, ensuring crystal-clear audio during conference calls. One exceptional option is the Polycom SoundStation2, equipped with full-duplex technology and a patented Acoustic Clarity Technology. It intelligently adapts to the room's dynamics to suppress distracting noise, allowing speakers to communicate without interruptions. Moreover, the Yealink CP960 conference phone boasts advanced noise cancellation technology, adopting the industry-leading Yealink Noise Proof Technology 2.0. This innovative design filters out background noise from various sources, such as keyboard typing and air conditioning, enabling participants to have high-quality discussions regardless of their environment.
Connectivity options (Bluetooth, USB, Wi-Fi)
Different connectivity options offer different advantages and may suit your needs better depending on your specific use case.
If you are looking for a conference phone with Bluetooth connectivity, the Jabra Speak 710 is an excellent choice. It allows for easy wireless pairing with Bluetooth-enabled devices, giving you the freedom to move around the room during conference calls. Additionally, the Polycom Trio 8500 offers USB connectivity, allowing you to easily connect the conference phone to your computer for audio and video conference calls.
Another popular option is conference phones with Wi-Fi connectivity, such as the Yealink CP960. With built-in Wi-Fi, this allows for hassle-free network connectivity and ensures a rock-solid connection during virtual meetings. Moreover, the Polycom SoundStation IP 7000 offers multiple connectivity options including Bluetooth, USB, and Wi-Fi, providing maximum flexibility when it comes to connecting to different devices and networks.
Compatibility with different operating systems
Some popular conference phone models that offer this versatility include the Polycom SoundStation IP 6000, the Cisco Unified IP Conference Phone 8831, and the Yealink CP960. These conference phones are compatible with a variety of operating systems, including Windows, Mac OS, and Linux. They offer seamless integration with different platforms and are suitable for businesses using various operating systems. Moreover, the Polycom SoundStation IP 6000 specifically supports Session Initiation Protocol (SIP), ensuring compatibility with a wide range of IP PBX systems and Unified Communications solutions. Similarly, the Cisco Unified IP Conference Phone 8831 supports Cisco's Unified Communications Manager (UCM) platform, providing seamless integration for enterprises already using Cisco infrastructure. The Yealink CP960 is also compatible with major UC platforms, such as Skype for Business and Microsoft Teams, making it an excellent choice for businesses that rely heavily on these platforms.
Wireless range
Most conference phones on the market today offer wireless connectivity through either DECT or Bluetooth technology, which allow for greater mobility during conferences. For instance, the Polycom Trio 8500 provides a wireless range of up to 150 feet (46 meters) via Bluetooth, enabling participants to move around the room without losing signal quality. Another option is the Jabra Speak 710, which uses Bluetooth technology to provide a wireless range of up to 100 feet (30 meters). Additionally, some conference phones, such as the Yealink CP930W, utilize DECT technology and offer an impressive wireless range of up to 50 meters indoors, making them suitable for larger conference rooms or office spaces. Overall, considering the wireless range of a conference phone is essential to ensure seamless communication during meetings.
Battery life
When comparing conference phones, it is advisable to look for ones with significant battery capacity. Some top choices in this category include the Polycom SoundStation IP Conference Phone Series, which offer up to 12 hours of talk time and up to 70 hours of standby time. Another great option is the Yealink CP960 Conference Phone, which provides an impressive 24 hours of talk time and 320 hours of standby time. These products are particularly suitable for large conference rooms or businesses that require the flexibility to hold longer meetings without worrying about battery life.
Caller ID display
Look for conference phones with a clear, bright LCD display that shows the caller's number and name, if available. One top choice is the Polycom SoundStation IP 7000, which features a large backlit display that shows caller ID information and call duration. Another option to consider is the Yealink CP920, which offers a 3.1-inch LCD screen, allowing users to view caller ID details with ease. Additionally, the Cisco SPA 303 is a cost-effective option that includes a caller ID display for added convenience. Overall, investing in a conference phone with a reliable and user-friendly caller ID display can enhance productivity and streamline communication during important meetings.
Call recording feature
This allows you to easily record and archive important meetings, conference calls, or training sessions for future reference or sharing with team members. Several conference phone options on the market come with built-in call recording features. For instance, the Polycom Trio 8800 offers powerful call recording capabilities, allowing you to record calls in crystal-clear HD audio. Similarly, the Yealink CP960-UVC80 conference phone is equipped with a built-in call recording function, creating a comprehensive solution for recording and managing calls. These sophisticated conference phones provide advanced recording functionalities and ease of use, ensuring that you capture and preserve important discussions accurately and conveniently.
Conference call capacity (number of participants)
Some phones are designed for small-scale meetings, accommodating 5-10 participants, such as the Polycom SoundStation IP 6000, which supports up to 12 participants. For medium-sized gatherings, there are phones like the Yealink CP960 Conference Phone, which has a capacity of 6-20 participants. Large-scale conferences require phones with higher capacities. The Polycom SoundStation IP 7000 is ideal for such occasions, allowing up to 20 participants with expandability options to incorporate additional microphones. It's important to note that some phones may include built-in speakers with full-duplex audio technology for crystal clear conversations, contributing to the overall conference call experience.
Display screen size
The size of the screen can greatly impact the user experience during conferences and make it easier to access important features. For example, the Polycom Trio 8800 conference phone boasts a 5-inch LCD color display, providing clear and crisp visuals for a more interactive conference experience. Similarly, the Yealink CP960 offers a large 5-inch color touchscreen, allowing users to easily navigate through menus and settings. For those looking for something even bigger, the Grandstream GAC2500 offers a stunning 4.3-inch capacitive touchscreen, ensuring that all meeting participants can clearly see and interact with the phone's display. These phones with their spacious display sizes greatly enhance both the visual and practical aspects of conference calls.
Button functionality and layout
Look for a phone that has intuitive and easy-to-use buttons that allow for seamless call management and customization. Some recommended products in this category include the Polycom SoundStation IP 6000 and the Yealink CP960 Conference Phone.
The Polycom SoundStation IP 6000 features an ergonomic keypad layout with dedicated buttons for common call functions such as conference, hold, and mute. Its high-resolution backlit display provides clear visibility of important call information. In addition, it boasts advanced audio technology with HD Voice for unmatched clarity during calls.
Another option is the Yealink CP960 Conference Phone, which offers a touch screen operation along with physical buttons for various functionalities. Its 5-inch color display offers a user-friendly interface, making it easy to navigate through menus and options. Furthermore, it includes a convenient 360-degree microphone pickup with advanced acoustic technology to ensure crystal-clear sound quality for all participants.
Some other products to consider in this category are the Cisco CP-8831-K9 conference phone, which features a user-friendly interface and backlit keypad, and the Avaya B179 conference phone with intuitive control buttons and a large LCD display.
Call management features (call hold, transfer, mute)
Call hold enables the user to put a call on hold while attending to another matter or involving someone else in the conversation. The Polycom Trio 8500 is an excellent conference phone that offers call hold functionality, allowing participants to pause conversations when necessary. Similarly, call transfer capability is crucial for moving ongoing conversations between different parties seamlessly. The Yealink CP960 conference phone is known for its reliable call transfer function, providing users with the ability to effortlessly transfer calls to another extension or participant. Additionally, the ability to mute calls is essential in instances where background noise or disturbances need to be eliminated. The Jabra Speak 710 is a compact and highly portable conference phone that delivers excellent mute features, enabling users to mute or unmute their calls swiftly. These conference phones, along with others available in the market, offer exceptional call management features to enhance the overall efficiency of your conference calls.
Integration with other communication systems (VoIP)
VoIP is an advanced communication method that enables voice and video calls to be transmitted over the internet, offering high-quality audio and reduced costs.
Conference phones that are compatible with VoIP systems can provide seamless integration and make communication within a conference call easier and more efficient. One such device is the Polycom SoundStation IP 7000 Conference Phone. With its built-in Polycom HD Voice technology, it delivers crystal-clear audio and exceptional clarity. The phone's advanced features include auto-mute, which ensures that background noise is minimized, and automatic gain control, which adjusts the microphone sensitivity based on the distance of the speaker. Its seamless integration with VoIP systems allows for easy management and configuration, making it an ideal choice for businesses looking to upgrade their communication systems.
Expandability options (connecting additional microphones or speakers)
Being able to connect additional microphones or speakers to your conference phone can enhance the audio quality and ensure that everyone in the room can be heard clearly.
Some conference phones on the market offer advanced expandability capabilities. For example, the Poly Trio C60 incorporates a built-in barcode scanner that allows for seamless integration with additional peripherals like microphones and speakers. It supports up to three daisy-chained microphones, including Poly Trio 8500 Expansion Microphones or Poly Trio 8800 Expansion Microphones, to extend the pickup range and enhance the audio quality in larger conference rooms. Similarly, the Yealink CPW90 Wireless Microphones are compatible with the Yealink CP960 Conference Phone, allowing for easy and wireless expansion of the audio pickup range. These additional devices enable flexible configuration options, making them ideal choices for larger conference rooms or when hosting meetings with a larger number of participants.
In-call volume control
This feature allows you to adjust the volume level during a conference call, ensuring clear and audible conversations.
For those looking for a conference phone with excellent in-call volume control, the Poly RealPresence Trio is a great option. It offers a full-duplex audio with Poly HD Voice technology, delivering crystal-clear sound. With its adjustable volume control buttons, users can easily increase or decrease the volume to their preferred level during conference calls. Another option to consider is the Jabra Speak 710. It features an intuitive volume control touchpad on the top, allowing users to adjust the volume with a simple swipe. With its powerful omni-directional microphone, the Jabra Speak 710 ensures outstanding audio quality and ease of use.
HD voice capability
HD voice technology significantly improves audio quality by providing clear, natural, and lifelike sound during conference calls. It reduces background noise, echoes, and distortion, ensuring that participants can fully understand and communicate with each other without any difficulties.
Several conference phones on the market offer excellent HD voice capability. One such example is the Polycom SoundStation IP 7000. With its Polycom HD Voice technology, this conference phone delivers remarkable voice quality and clarity. Another option to consider is the Yealink CP960. It features Optima HD voice technology and supports full-duplex technology, allowing natural and vibrant conversations without any interruptions. These conference phones are suitable for large meeting rooms and ensure crystal clear audio for more productive and efficient conference calls.
Echocancellation technology
This technology helps eliminate echo and feedback during conference calls, ensuring crisp and clear audio for all participants. One example of a conference phone with advanced Echocancellation technology is the Polycom Trio 8800. Featuring Polycom's patented NoiseBlock technology, it intelligently detects and removes background noises and echoes, enhancing the overall quality of the call. Another option is the Jabra Speak 750, equipped with advanced Digital Signal Processing (DSP) technology that cancels out echo and background noise, resulting in remarkable audio clarity during conferences. Depending on your requirements and budget, you can choose from a range of conference phones that offer different Echocancellation technologies to cater to your needs.
Audio bandwidth
Audio bandwidth refers to the range of frequencies that can be transmitted and received by the conference phone. The wider the audio bandwidth, the clearer and more lifelike the sound will be during conference calls.
There are several conference phones available on the market that offer excellent audio bandwidth. One such option is the Polycom SoundStation VTX 1000. This conference phone boasts HD voice technology, providing a full audio bandwidth of up to 22kHz, resulting in crystal-clear sound quality. Another great option is the Konftel 300Wx. This wireless conference phone supports wideband audio with a full frequency range of 80Hz to 14.5kHz, ensuring excellent sound transmission during meetings.
Accessibility options (hearing aid compatibility)
Look for conference phones that are rated as hearing aid compatible (HAC), as they are designed to work well with hearing aids without causing interference. For example, the Polycom SoundStation2W is a popular conference phone that is HAC certified and provides high-quality audio for both small and medium-sized rooms. Additionally, the Yealink CP960 conference phone boasts HAC compatibility and features an advanced microphone array to ensure clarity and eliminate background noise. These options provide an accessible solution for individuals with hearing aids, enabling them to fully participate in conference calls with ease.
Device portability
Whether you need a conference phone that can be easily transported from one conference room to another or require a portable device for on-the-go meetings, the right choice will depend on your specific needs. For those looking for a compact and lightweight option, the Jabra Speak 710 is a great choice. It weighs just 11.5 ounces and fits easily into a laptop bag, ensuring convenient transportation. Another portable option is the Polycom Conference Phone 501. Its slim design and lightweight build make it easy to move around and set up in different locations, accommodating your mobility requirements.
Remote control functionality
Having a conference phone with a remote control gives users the convenience and flexibility to manage call settings and adjust audio without getting up from their seats. One excellent option is the Polycom SoundStation VTX 1000, which comes with a remote control that allows users to easily mute or unmute participants, adjust volume, and dial or answer calls from a distance. Additionally, the Polycom RealPresence Trio 8800 offers an innovative touch-screen remote control that gives users complete control over the conference system's functionalities with just a few taps. Other conference phones with remote control capabilities include the Yealink CP960, which features a wireless microphone and a touch keypad remote control for easy access to call management functions, and the Cisco CP-8831-K9, which includes a wireless remote control for hassle-free operation during calls.
Privacy features (encryption, secure connection)
Ensuring that your phone conversations are encrypted and secure is imperative for protecting sensitive information. One excellent option is the Polycom Trio 8800, which supports strong AES encryption to prevent unauthorized access to your conversations. It also utilizes Secure Real-Time Transport Protocol (SRTP) to safeguard the transmission of audio and video data. Another exceptional choice is the Cisco Webex Room Phone with Encryption, which offers end-to-end encryption for both audio and video conferencing, ensuring that your conversations remain private and secure.
Various manufacturers provide conference phones with privacy features to meet different needs. One group of conference phones ideal for small to medium-sized businesses is the Vtech VCS704 ErisStation Conference Phone series, which offers secure DECT 6.0 wireless technology with digital encryption to protect conversations from eavesdropping. For larger enterprises or organizations with more advanced security requirements, the Yealink CP860 IP Conference Phone series comes equipped with TLS and SRTP security encryption protocols, providing optimum protection against unauthorized access to conference calls. These are just a few examples of the wide range of conference phones available on the market that prioritize privacy and data security.
Display backlighting
A well-lit display ensures that the phone can be easily used in any lighting condition, whether it's a brightly lit conference room or a dimly lit space. Look for conference phones that offer vibrant, adjustable backlighting to enhance visibility.
In the market, there are several conference phone options available that excel in their display backlighting capabilities. The Polycom SoundStation IP 7000 is a top-of-the-line conference phone that features a large backlit display with adjustable intensity, ensuring easy readability. Another excellent option is the Yealink CP960 Conference Phone, which boasts a 5-inch color LCD screen with an adaptive backlight, providing crystal-clear visibility even in low-light environments. The Cisco Unified IP Conference Phone 8831 is also worth considering, offering a large, monochrome backlit display for clear visibility during conferences. Each of these products provides robust display backlighting, ensuring optimal readability during important meetings and conference calls.
Visual indicators for call status
These indicators can provide valuable information during a call, ensuring efficient communication. One conference phone that offers this feature is the Polycom SoundStation IP 7000. This device not only provides high-quality audio, but also includes a large LCD display that shows important call information such as caller ID, call duration, and call status. Additionally, the Yealink CP960 is another excellent option that offers visual indicators for call status on its 5-inch color touchscreen. This display gives users access to valuable information during a call, such as volume levels and mute status.
Customizable ringtone options
The Polycom SoundStation IP 5000 offers a range of polyphonic ringtones, ensuring users can select the most suitable sound for their working environment. Additionally, this conference phone supports simultaneous, distinct ringtones for multiple lines, allowing easy differentiation between incoming calls. Another option to consider is the Yealink CP960-UVC80-BYOD, which offers customizable ringtones and an extensive selection of acoustic theming options for unique ringtone customization. This conference phone also integrates with Microsoft Teams, making it an ideal choice for businesses that utilize this communication platform.
Auto-answer functionality
This feature allows calls to be automatically answered without the need for any manual intervention. It is particularly useful in situations where users may be away from the conference room and unable to manually answer the call. One example of a conference phone with auto-answer functionality is the Polycom SoundStation IP 7000. This advanced conference phone is equipped with HD Voice technology for crystal-clear audio and also features a built-in automatic microphone mixer that intelligently focuses on the active speaker. For those looking for a more budget-friendly option, the Yealink CP960 is another excellent choice offering auto-answer functionality. It not only has a high-quality microphone and speaker system but also supports wireless microphones for wider room coverage.
Bluetooth connect and disconnect notifications
These notifications ensure that you seamlessly connect and disconnect your conference phone with other Bluetooth-enabled devices, providing you with a hassle-free experience. One example of a conference phone that offers this feature is the Poly Sync 20. Its Bluetooth connectivity allows for easy pairing with devices, and the Poly Sync 20 provides audible notifications when connected or disconnected, ensuring that you are always aware of the status of your conference phone's Bluetooth connection.
Other conference phones that also offer Bluetooth connect and disconnect notifications include the Jabra Speak 750 and the Yealink CP930W. The Jabra Speak 750 features an LED indicator that notifies you when it is connected via Bluetooth, while the Yealink CP930W has an LCD screen that displays the Bluetooth connection status. These features enable you to effortlessly manage the Bluetooth connection of your conference phone, ensuring a seamless and reliable experience during your conference calls.
Software updates and compatibility
Look for conference phones that support updates over the network or via USB, allowing you to easily install the latest features and security patches.
One great option to consider is the Polycom SoundStation IP 7000. This conference phone is compatible with a wide range of SIP-based VoIP platforms and is designed to support future software updates. It also offers HD Voice technology, providing crystal-clear audio in conference calls. Another recommended choice is the Yealink CP960 Conference Phone, which is optimized for use with leading SIP VoIP platforms and features an easy-to-use interface for software updates. Additionally, it offers built-in Wi-Fi and Bluetooth connectivity, making it versatile for various conferencing needs.
Call log history
This function allows users to keep track of dialed, received, and missed calls, enabling them to quickly access contact information and track communication history. A great option to consider is the Poly Trio 8800. This advanced conference phone not only provides excellent call quality with its noise-canceling technology, but it also offers an extensive call log history feature that can store up to 20,000 entries. Another recommended choice is the Jabra Speak 810 Conference Phone. This device offers a user-friendly interface and a call log that can keep track of up to 50 incoming and outgoing calls. The call log history feature is particularly useful in large organizations or collaborative settings where keeping track of communication is essential.
Call timer feature
This feature allows you to keep track of the duration of your conference calls and can be useful for billing purposes or to ensure meetings stay within a designated time frame. A conference phone with a call timer feature eliminates the need for manual timekeeping or relying on external devices.
There are several conference phones on the market that offer a call timer feature. The Polycom SoundStation IP 7000 Conference Phone is one such option. This conference phone not only provides a call timer but also has a large display screen that shows the call duration in real-time. Another popular choice is the Yealink CP960-Ultra-Smart IP Conference Phone. Its call timer function enables users to track meeting durations, set countdowns, and receive warning tones when the time is set to expire. Additionally, if you're looking for a more budget-friendly option, the VTech VCS754 ErisStation Conference Phone is worth considering, as it offers a call timer feature at a lower price point.
Price
Fortunately, there are options available in various price ranges to suit different budgets. For those looking for an affordable conferencing solution, the Polycom Soundstation 2 is a popular choice. With its built-in microphone and speaker, it offers a clear and natural sound quality at an affordable price. Another budget-friendly option is the VTech VCS754 ErisStation, which features a wireless conference phone system that supports up to four independent conversations simultaneously.
In the mid-range price category, the Yamaha YVC-200 is a great option as it provides high-quality audio and active echo cancellation technology, ensuring clear conversations. Additionally, the Polycom RealPresence Trio 8800 offers advanced features like noise cancellation, integrated Bluetooth and NFC connectivity, and a touch screen display, making it an excellent choice for medium-sized conference rooms.
For those seeking a high-end conference phone solution, the ClearOne MAX EX stands out with its ability to daisy-chain up to four additional phones, supporting large conference setups. It also features Distributed Echo Cancellation technology to ensure interference-free conversations. Another top-of-the-line option is the Konftel 800, which offers OmniSound® audio technology, allowing for crystal-clear audio in large conference rooms. With its intelligent features such as automatic microphone gating and a touch screen interface, the Konftel 800 offers a premium conference calling experience.
Variety of brands
There is a wide variety of brands offering conference phones in the market, each with their unique set of features and performance. One reputable brand that stands out is Polycom, known for its high-quality audio and advanced noise-canceling technology. Their conference phone models, like the Polycom SoundStation Duo, are designed specifically for small to medium-sized conference rooms and provide crystal-clear voice clarity. Another notable brand is Yealink, which offers a range of conference phones such as the Yealink CP960, featuring a 5-inch color touchscreen display and a built-in 3-microphone array for increased voice pickup range.
On the other hand, one should also consider some cons of certain brands. For instance, while Polycom has an excellent reputation for audio quality, their models can be relatively pricey compared to other brands in the market. One affordable alternative is the conference phones offered by Grandstream, such as the Grandstream GAC2500, which combines audio conference calling with powerful Android-based video collaboration features. However, some users have noted that the audio quality of Grandstream conference phones may not be on par with other high-end brands. It's essential to weigh the pros and cons of these different brands and consider factors like price and specific features before making a final decision.