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WhatsApp wasn’t just designed for messaging your friends and family. It turns out it’s also a great conference calling tool, too. We dive deeper into everything you need to know to get started below.
Hosting conference calls is a great way to get your team on the same page no matter where in the world they are. Though the lines of what you officially call a conference call have been a bit blurred as the workplace changes and there are more communication methods, one thing is still clear: conference calls are a crucial part of communicating with your team members. And they can also be valuable for client interactions.
Picture this: Your team needs to meet soon to iron out a few wrinkles on your latest project. It’s one of your most significant projects yet, and you want a convenient way to call all of your team members at once. But some of them are either on the go or working from home at the time of the call.
Thankfully, they’ve each downloaded WhatsApp on their phone, so they’ll be ready to jump on a call whenever and wherever. Best of all, it doesn’t cost anything to get everyone connected and interacting. With WhatsApp, that can be your reality once you’ve learned how to use it for conference calls.
We’ve used WhatsApp to run group conference calls when we only need to meet with eight people. It’s convenient and can be a great option if you have a strong internet connection. It also helps that WhatsApp works on any type of smartphone since the hardware each of our team members uses always differs.
Here are some quick tips to try on for size if you’re using WhatsApp as your conference calling tool. Keep in mind that you can only use it for conference calls that include eight people or less. The upside is that it’s free to use and easy to set up.
To make a conference call through WhatsApp successfully, you’ll want to ensure everyone on your team has downloaded and configured the app first. That way, they aren’t fumbling around when it’s time to conduct the call.
Downloading the app is as easy as finding it online through a quick Google search for using it on a computer. For smartphones and tablets, simply go to your phone’s app store and search “WhatsApp,” then download the free app to your device. Or you can visit whatsapp.com/download to download the app for Android, iPhone, or Windows.
It’s nice to know that WhatsApp isn’t only for use on smartphones. You can also have easy access to it from your desktop or laptop whenever you need to use it to make your calls.
There are several ways to add or import your phone’s contacts to WhatsApp. In many cases, when you first download the app, it will ask for your permission to sync your contacts with WhatsApp automatically.
If you don’t want to do that (or forgot to), here are the steps to add contacts to WhatsApp on Androids and iPhones.
On an Android device, follow these steps to add one contact at a time:
To sync all Android contacts to WhatsApp:
On an iPhone, follow these steps to add one contact at a time:
To sync all iPhone contacts to WhatsApp:
Once you’ve configured your WhatsApp settings and uploaded your contacts, you can start testing its group video and voice features.
Here’s how to conduct a voice conference call through WhatsApp:
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 if needed. To do that, you’ll have to hang up the call and then start a new group video call.
Knowing small things like these, especially if you plan on making WhatsApp the primary way your team communicates, can help save you group call management headaches in the long run. It can also help you run group calls more efficiently.
Here’s how to conduct a video conference call through WhatsApp’s chat tab:
The main difference between conducting a video conference and a voice conference call is the button you push to start the call.
Keep in mind that there’s more than one way to start a group video call. You can do it through the Calls tab or an already existing group chat. Here are a few tips to ensure your video conference call go as smoothly as possible:
Once you’ve gotten familiar with WhatsApp and its calling features, it’s time to schedule your next conference call. The easiest way to do this is by sending a group message with the conference call time and date.
However, you can also send a quick email if that works better for you. The beauty of conference calls with WhatsApp is that you don’t have to deal with distributing long login links, dial-in numbers, or access codes.
The quality of your conference calls hangs on two main factors: How well you prepare beforehand and the quality of your conference calling tools. Here are some tips and tricks to help you step up your conference calling game long-term, whether you use WhatsApp for your calls or not.
Hands down, one of the best ways to successfully manage your conference calls, especially the bigger they get, is to approach them with a game plan.
This means you want to have a plan or schedule for every conference call you host. Here are a few bullet points that can help point you in the right direction. Try these on for size to see what helps you run better calls.
Though it might sound counterintuitive at first, presetting a time limit for your conference call can actually help you achieve more during the call. With a clear ending in mind, you’ll be able to set the pace for a conference call that’s productive and moves your team forward.
Setting a time limit and letting everyone that’s part of the conference call know beforehand can also help them plan their day. Knowing how much time they’ll need to set aside for your conference call can help them be more present and better prepared.
This is true regardless of whether you’re working with a video, phone, or hybrid conference call. It’s also helpful to know if the software you’re using has a conference or group call limit. That way, you aren’t caught by surprise mid-meeting.
WhatsApp is a reliable tool for communicating with a small group of people. However, it becomes pretty apparent pretty quickly that WhatsApp wasn’t primarily designed for conference calls.
But that isn’t an issue when you look through your other options. There are plenty of more robust conference calling options specifically designed to help you host top-notch conference calls regardless of how long your calls are or the size of your team.
We’ve put together a guide that dives into the best conference calling services available. However, here’s a quick time-saving recap of the best options worth considering:
Here’s a quick look at our top three favorites:
RingCentral is a leader in all things business communications. So it’s no wonder it also tends to dominate in the conference call space, too.
Unlike WhatsApp, RingCentral offers calling tools designed to cater to hosting and managing conference calls. It can also be affordable if you go with one of its starter plans.
Zoom is great if you’re leaning toward making video conference calls more than anything else. It’s easy to use, accessible to just about anyone with an internet connection, and comes with lots of useful features, even on its free plan. All in all, Zoom is a great video conferencing option for businesses both big and small.
FreeConferenceCall is a possible option for you if you’re looking for a free conference call service that takes you beyond what an app like WhatsApp can do without having to pay any ongoing fees. FreeConferenceCall is used by all kinds of businesses of all sizes, and it’s a viable free option worth considering.
WhatsApp is a great conference calling option you probably hadn’t thought of before. Now that you know how useful it can be in helping you bring your team together, you can easily make it part of your workflow going forward.
Still, it’s essential to keep in mind that it does come with an eight-person limit whether you’re making a video call or group voice call.
Now, the fun doesn’t stop there. We eggsperts pride ourselves in bringing you some of the most in-depth guides on everything business. After you’ve read and bookmarked this guide, below are a couple more we think you’ll find useful.
Are you looking to learn more about product management? We’ve compiled a list of the best courses you can take to learn the ins and outs of managing every aspect of your product.
And finally, when you’re managing payroll for your growing business, you need all the help you can get. That’s why we created a guide to the best payroll software you can onboard to help automate the process and make sure your company is compliant with payroll regulations. We have a favorite, and we aren’t afraid to tell you all about it. Make sure you check out the guide to learn everything you need to know to get started.
Being able to stay in touch with your friends, family, and team while social distancing is incredibly important.
Zoom and Google Hangouts gained mass popularity during the beginning of the pandemic, but you’ll still find plenty of people not on these platforms, especially outside of the US. It’s why there is a slight hesitation among new users to use them to make calls—if the people they know aren’t on Zoom, why would they be?
Enter WhatsApp.
With over 1.5 billion monthly active users, WhatsApp is the numero uno tool when it comes to popular instant messenger applications that support voice and video calls. It’s super easy to use, totally free, and available on both iOS and Android.
In this guide, I’ll show you how you can use the conference calling feature on WhatsApp, making it the perfect Zoom alternative.
Ready? Let’s take a quick look.
If you want to make reliable conference calls for your business, you’ll need a conference call service. Here’s the best options.
com — Best for small teamsYou can read our full reviews of each conference call service here.
A conference call is similar to a personal or professional meeting that’s carried out in an audio or video format. They are very convenient, where instead of being physically present, the participants hold virtual meetings over their phone or computer.
And that’s not all! Multiple participants can join the same call at once, allowing people to communicate more effectively without having to step out of their home or office.
WhatsApp joined the list of reliable conference calling services by rolling out a new update that allowed users to hold audio and video calls with many people at once. The video calling feature was introduced a year later after voice calling in 2016.
The platform recently doubled the maximum capacity of video and voice calls. Now, up to 8 participants can be on a call at a given time.
You must fulfill specific requirements before making a conference call on WhatsApp. This mainly involves having a ?WhatsApp account, a device to hold the calls, and a stable internet connection.
Obviously, you need an account with WhatsApp before you can hold audio or video conference calls on the platform.
Fortunately, creating a WhatsApp account on iPhone or Android to send and receive messages and calls is very easy. It’s straightforward and hardly takes a few minutes.
Here’s what you need to do:
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After a few moments, WhatsApp will ask you to confirm your number.Your WhatsApp account is now complete. You can now use the instant messenger option to send text messages and place conference calls.
As mentioned previously, WhatsApp works on iOS as well as Android devices. You can use any smartphone, desktop, or tablet as long as it has the WhatsApp app.
You can use the process I explained above to download WhatsApp on your device.
You need an internet connection, and a strong one at that, to ensure your video and voice conference calls on WhatsApp takes place as smoothly as possible.
In fact, even if you don’t have a cellular plan, you can connect your phone to the Wi-Fi to hold the conference call.
Without internet connectivity, there really is no alternative to use WhatsApp. And since you won’t be able to use WhatsApp, making or receiving conference calls won’t be an option.
Here, we’ll break down the core components of a WhatsApp conference call. This will give you a better idea of what you can expect before using WhatsApp for making conference calls.
WhatsApp has an individual focus: To make communication as quick and easy as possible.
You can also share files (up to 16MB), along with a high-quality voice and video calling facility. You get a mobile and web version of the app that allows you to manage your conversation across multiple devices.
This is actually a very handy feature when you take into account the highly versatile environment today, where people are constantly switching between their devices.
One moment they’re on their phones, and the next, they’re in front of their desktops.
WhatsApp users were understandably stoked when they heard they can hold audio calls on the platform. One of the biggest reasons for their excitement was the convenience of it all.
After logging into your WhatsApp, click on the Calls tab. You’ll find this at the bottom of your screen.
Follow this up by selecting the Call icon at the top right corner.
Click on New Group Call, and then add up to seven people from your contacts list. The eighth member is, of course, you. Tap on the audio call button to make the voice group call.
As long as everyone on the WhatsApp call has a strong internet connection, you won’t face any difficulty during the conference call.
Want to communicate face-to-face instead of the traditional way of talking on the phone? WhatsApp offers a video conferencing feature too.
The process to make group video calls on WhatsApp is similar to that of the voice call procedure. The only difference is that after you add the participants (the limit is up to seven for video calls as well), you’ll have to tap on the video button instead of the audio call button. This will immediately start the video call.
Alternatively, you can form a group chat to hold a video (as well as voice) call.
Select Chats at the bottom of your screen, and then select a group conversation to open it.
If your group chat has four people or fewer in total, you’ll see a video icon and phone icon without a plus sign in the top right-hand corner of your screen. You can start a call with everyone in the chat automatically by tapping on either of the buttons.
However, if the group chat has more than four people, you have to select who you want to add to the call.
Click on the button that has the phone and plus sign (it’s located at the top right-hand corner).
You’ll see the names of all the members of the group chat. Select the participants you want to add to the conference call by tapping on the circle next to their names.
Tap on the Video button to start a group call. If you want to start an audio call, click on the Phone button.
While you can use WhatsApp for interacting with your friends and family, I’m going to discuss tips that can help you on the business front.
Below, we’ve compiled a list of hacks that can allow your conference calls on WhatsApp to stay productive and efficient.
Your conference calling prep should involve carefully choosing the number of participants to add to the conference call as well as distributing the meeting agenda in advance.
You don’t want to include unnecessary people in the conference call. Firstly, you can only add up to 8 people, which is already very restricted, and secondly, adding unnecessary participants will prevent unnecessary distractions.
Finally, you can limit opinions and viewpoints, ensuring your calls remain short and productive.
As for the meeting agenda, conference calls often steer away from the discussion as many people are involved in the conversation. When you have an actionable to-do list in place, though, everyone will be forced to remain on the same page.
Moreover, participants can prepare in advance for the meeting, which will again limit time wastage.
One of the biggest problems when holding conference calls, whether audio or video, is the quality.
To ensure top-quality, you must make a point to use the best technological tools. Basically, your handset should be in working condition, along with a stable internet connection. This will reduce any distractions during the conference call, allowing it to run smoothly.
If you’re using a cell phone, make sure you have a strong signal with no interference. If you’re using the web application of WhatsApp on your computer, check your Wi-Fi connection, and take a look at whether your computer camera, speaker, and microphone are working properly.
Before starting a conference call, ensure all your participants are seated in a quiet location.
No one should be eating, making a cup of coffee, or be on a crowded train. If that’s the case, delay the meeting for an hour or so. This will give everyone a chance to attend the call from a quiet location.
You can also ask participants to mute their devices when they aren’t speaking. Ambient voices can come through on your computer microphone if it’s not silenced. When it’s time for a particular participant to speak, they can unmute themselves.
At this point, you must’ve already encountered a colleague having to deal with pets or kids when you’re in the middle of a conference call. Or you may have had to encounter it yourself.
It’s best to ask someone to take care of them while you’re on the phone, especially a video call. If you don’t have anyone around to watch the children or pets, try engaging them in an activity they enjoy.
Your kids or pets may still barge into the room out of the blue despite these precautionary steps. So don’t stress too much about it. Just politely ask your colleagues if you can step away from the moment. Given the current situation, everyone will be pretty understanding.
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Anna Polyakova
Editor (RB)
Anna Polyakova
WhatsApp allows you to hold small video conferences for up to four people.
This service compares favorably with FaceTime by its availability on both iOS and Android, and from Zoom by the presence of end-to-end encryption. How to set up a group call on WhatsApp.
Anna Polyakova
WhatsApp is now releasing an update that will allow you to initiate calls directly from group chats of up to four people. Right in the conversation, buttons will appear to start a video or audio call without intermediate steps. WhatsApp says that this feature is not yet available to all users.
Source.
Photo: The Verge
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Contents:
With the coronavirus, many have switched to remote work and education. As a result, the need for online conferencing applications has increased dramatically. Previously, we also posted a selection of the best conferencing apps. Zoom is the most popular app. And not only in business, but also for educational purposes (in schools).
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Skype and FaceTime also do not lose popularity.
We've also seen the efforts of Google, Telegram, and now WhatsApp. The latest beta version of the WhatsApp app reportedly received support for video calls with a limit of 8 participants. Previously, group calls did not support this number of users. The news is great, the instructions are written below in detail.
