Definitions for Audioconferencing Systems

The Audioconferencing Systems module provides in depth coverage of the audioconferencing bridge products of the leading vendors in this area. This module is meant to those multipoint bridge systems that are designed primarily for audioconferencing usage in an enterprise environment (although many of these systems also provide multipoint video as well). A separate module in the T3i Group Collaboration Tactics database is available to focus on Videoconferencing Multipoint Control Units (MCUs), which are systems designed primarily for multipoint videoconferences (and which generally include audio capabilities as well).

Audioconferencing systems are designed to provide teleconferencing capabilities to individuals within and throughout an organization, allowing multiple users to gather together for audio (telephone based) meetings. The basic components of a multiparty audioconference include the endpoints themselves (telephones including mobile devices) as present within the user’s network, the multipoint bridging equipment, and a management/scheduling system with user interface to allow access to the service (and to support features like meeting scheduling). Audioconferencing systems give enterprises the capability of supporting these teleconferences internally with their own equipment as opposed to using an outside audioconferencing service where they may be paying fees based on usage.

T3i Group’s comparative database modules provide detailed information on each vendor’s individual system offerings so all systems can be viewed and compared on an equal footing. This module includes approximately 40 fields of information, each of which is defined as follows:

Company Name: Provides the name of the audioconferencing system vendor

Headquarters Location: Lists the city and state where the vendor’s headquarters are located

Main Telephone Number: The primary telephone number at the vendor’s headquarters location

Internet Address: The vendor’s web site address

Product Name: The model or brand name for each of the vendors’ systems being covered

Date Information Verified: The actual date when the product information was last checked and verified to be correct and current

Geographic Coverage: States the primary coverage area where the systems are being sold to end users, which could include North America, Central and Latin America, Europe, Africa and Mid East, and Asia-Pacific, or Global (which would encompass multiple or all regions); since audioconferencing requires only a telephone (fixed or mobile) device for access, virtually all audioconferencing systems are available on a global basis, however, the vendor may not be actively selling the multipoint bridge system to users on a global basis

Open Platform or Proprietary Offering: states whether the particular product is based on an open platform (useable with virtually any existing telephony system) or if it is a proprietary offering that can be used only with designated telephony systems

Port Capacity: states the total port capacity of the system

Port Interfaces Supported: lists the type of network interfaces supported on the system, which could include IP, SIP, ISDN, T1/E1, TDM

Number of Participants: this field could state the maximum number of participants supported by the system (which is typically limited only by the system’s total port capacity)

Number of Simultaneous Meetings: states the maximum number of simultaneous meetings that can be supported on the system at any one time (which again may be limited only by the total port capacity of the system divided by two—since there would be a minimum of two people in any conference connection)

Web-based Management and Reporting: states whether the system supports a web-based management tool for administration purposes (such as assigning passcodes, assigning conference numbers, controlling feature access, scheduling meeting reservations, etc.), and which might also be used for reporting on usage and other areas

Reservationless Service: If this capability is supported then users can set up adhoc meetings without prior reservations or schedules; the meeting organizer (or host) just needs to inform the other attendees to dial in to a particular location (and typically then enter a passcode to join the meeting)

Reserved Service: If this capability is supported then users can schedule (or reserve) meeting facilities in advance (and typically be allowed to set up schedule for recurring meetings), advising meeting attendees to call in to a particular location (and typically then enter a passcode to join the meeting) at some point in the future; some systems also support the ability to send out reminder notifications to scheduled meeting participants in advance of the planned session

Event Services: this offering allows users to set up special event meetings, such as for corporate announcements or large company gatherings where typically there is a primary presenter who is broadcasting information to many users; event services often include specialized services such as the ability to place all but the primary speaker’s line on mute, the ability to poll the audience members or support a question and answer session at the end of the meeting

Operator Assistance: states whether or not the system can support operator assistance to users during a conference call (to answer any questions or address any technical problems that might arise during the call)

Operator Monitoring: states whether or not the system can support operator monitoring where an operator would stay online during a call (or periodically gain online access during the call) to ensure that the conference was operating properly

Operator Greet and Introduce Participants: this feature allows for an operator to initially greet the participants as they dial in to the conference call and introduce them to the other attendees as they are added to the conference

Dial-in with Passcodes: Most audioconferences require attendees to dial-in to a particular phone number and then enter a passcode to join in a conference call to provide an additional level of security; in some cases, however, users may be permitted to just dial-in to a telephone location and enter a conference without entering a passcode; and often, there are different level passcodes (for example, a passcode for the meeting host to initialize a call and another passcode for attendees)

Priority Level Passcodes: priority level passcodes, if available on the system, can allow higher priority users to have preferential access to the conferencing facilities; in some cases a user with a high level priority passcode may even be able to bump (or cancel) an active audioconference in the event that the system was fully loaded

Dial-out to Add Participants: on ssystems supporting this feature, conference attendees or the conference host are allowed to dial-out to a telephone number to add participants to the meeting (who were not on the original attendee list for example); some systems also support automated dial-out capabilities that could be used to automatically call all individuals to set up a scheduled conference call or in an emergency situation to automatically call a preselected group of individuals for an urgent conference

Customized Message Greetings: on systems supporting this capability, an enterprise can record their own customized messages to greet participants to a conference call (or to record customized instructions on using the conferencing facilities)

Participant Count: this capability allows the user (typically the meeting host) to get a count of the number of participants attending the meeting

Participant List: this capability allows the user (typically the meeting host) to get a list of the actual meeting participants, so they have a record of who attended a particular meeting

Roll Call: this feature allows the user (typically the conference call host) to access a roll call list of the participants in the call

Entry/Exit tones: when this feature is available, all conference participants will hear an entry and/or exit tone whenever someone enters or leaves the audio conference call; this allows all users to know whenever someone has joined or left the meeting

Support for Question/Answer Sessions: often used for special event meetings where all but the presenter’s line may be muted, this feature allows conference attendees to signal to the host that they wish to ask a question (typically done by an entry on their telephone keypad); the host or meeting operator will then open the line (one attendee at a time) to let the participants ask their questions

Polling/Voting: this feature allows the conference host to poll meeting participants on different questions during the meeting and capture their responses (typically done via entries on their telephone keypads)

Record and Replay/Playback: this capability allows users to record their audioconference meetings; the recordings can then be archived and accessed for replay at a later date (for historical reference or for access by individuals who were not able to attend the original meeting)

Broadcast/Lecture Mode: typically an audioconference conducted in broadcast (or lecture) mode involves a main presenter (or series of presenters) and a large number of attendees; the presenter is free to speak, while the attendee lines are usually placed on mute

Subconferences Supported: the subconference feature allows small groups of attendees to break away from the main audioconference meeting to have a separate, private meeting after which they may also be able to return to the main conference call

Mute (Individual Lines or All Lines): during an audioconference call, the host (or presenter) may wish to mute all other lines on the call to avoid any disruptions during a presentation; alternatively, a noisy line may be encountered during a conference call and this feature would allow the host to mute only that particular line

Disconnect Individual Line: this feature allows the meeting host (or an operator) to disconnect a particular line from the conference call

Conference Lock/Unlock: this feature allows the meeting host (or an operator) to lock or unlock access to an audioconference; for example, if all expected participants have joined the meeting, a host may wish to lock the conference, blocking access to anyone else trying to gain entry to the meeting; similarly, the host can unlock the conference to allow additional participants to join the meeting

Music On Hold: this capability allows meeting participants to hear music on hold after they have logged into an audioconference and while they are waiting for the meeting to commence; some service providers have extended this offering to include the capability to provide personalized or corporate announcements while on hold

Microsoft Outlook Integration: allows users to access, schedule and set up audioconference meetings using Microsoft Outlook, as well as get meeting reminder notifications

Videoconferencing Supported: states whether or not the system also supports videoconferencing capabilities

Webconferencing Supported: states whether or not the system also supports webconferencing capabilities

Additional Capabilities: lists any other features or capabilities of the audioconferencing system not already addressed in the previous list of attributes

Pricing: provides details on the list or discounted (street) pricing for the audioconferencing systems

Strengths: lists the overall strengths of the vendor or their product offerings compared to other like vendors and products available in the market

Weaknesses: lists the overall weaknesses of the vendor or their product offerings compared to other like vendors and products available in the market