how to make conference calls

Conference calls are one of the fastest ways to coordinate a team, run a project update, close a deal, or support customers without bringing everyone into the same room. When you know how to set them up correctly, conference calls can feel smooth, professional, and productive. When you do not, they can turn into a noisy mix of echoes, dropped connections, and people talking over each other.

The good news is that making a conference call is not complicated. You can do it with your mobile carrier’s built-in “merge calls” feature, with a dial-in conference number and PIN, or by using VoIP apps like Zoom, Google Meet, or Microsoft Teams. Each method has its own strengths, and choosing the right one depends on how many people are joining, whether you need video, and how important recording or screen sharing is.

In this guide, you will learn multiple ways to create a conference call step by step. You will also learn how to invite participants clearly, how to avoid the most common problems, and how to keep the call structured so it ends on time with real action items.

What Is a Conference Call?

A conference call is any call where three or more participants are connected to the same conversation at the same time. In business settings, a conference call usually means a scheduled meeting with a host, an agenda, and a clear purpose. In daily life, it can be as simple as calling two friends and merging the calls.

Conference calls can be audio-only, video-based, or hybrid. In a hybrid call, some participants join through an internet link while others dial in by phone. This is especially useful when one person has unstable internet but still needs to be part of the discussion.

The most important thing to remember is that the “technology” is only a tool. The real difference between a good and a bad conference call comes from preparation, clear hosting, and good audio habits.

• Option 1: Make a Conference Call Using Your Phone (Merge Calls)

Most smartphones allow you to create a simple conference call by calling people one by one and merging the calls. This approach is fast and works well when you need to talk to a small group immediately.

To start, call the first person and confirm they can hear you clearly. Then tap Add call from your phone screen, call the second person, and once they answer, tap Merge calls. Your phone will combine everyone into one conversation.

You can repeat this process to add more participants, but the total limit depends on your carrier and device. In some cases, the limit can be as low as three people, while in other plans it can be higher.

This method is ideal for quick team coordination, last-minute updates, or small discussions where you do not need screen sharing or meeting controls. However, it can become difficult to manage as the number of participants grows because you usually cannot see a participant list or mute everyone at once.

• Option 2: Use a Dial-In Conference Number (Number + PIN)

A dial-in conference call is a more formal approach. Instead of merging calls manually, you use a service that provides a conference phone number and an access code (PIN). Everyone calls the same number and enters the PIN to join.

This method works well when participants prefer phone calls or when internet access is limited. It is also useful for international meetings when participants want a local dial-in number instead of paying higher calling costs.

To run a dial-in conference, you first create a meeting through a provider that supports audio conferencing. You then share the dial-in number, the meeting code, and the time of the call. At meeting time, you join as host and can often use controls such as muting, locking the meeting, or letting people enter one by one.

Dial-in calls are still popular for business because they are simple and reliable. The experience is often more stable than a low-quality internet call, especially when participants are traveling.

• Option 3: Use VoIP Apps for Audio and Video Conference Calls

Today, most conference calls happen on VoIP platforms such as Zoom, Google Meet, and Microsoft Teams. These platforms provide features that traditional phone calls cannot, such as screen sharing, chat, meeting links, participant lists, and recordings.

VoIP calls are ideal for training sessions, presentations, project meetings, and interviews. If you need to show slides, demonstrate a product, or collaborate on a document, a VoIP conference is usually the best choice.

To host a VoIP conference call, you create a meeting and copy the invite link. Then you share it with participants through email, chat, or calendar invitations. Most platforms also allow you to enable a dial-in phone number so people without stable internet can still join.

A good habit is to join a few minutes early and test your microphone. If your platform supports it, enable waiting room or “admit participants” controls for professional meetings. This prevents random people from entering and gives the call a more organized start.

How to Choose the Best Conference Call Method

The best method depends on your call goal. If you need a short, fast conversation, merging calls on your phone can be enough. If you need a structured meeting and participants do not want video, a dial-in conference number is a strong option.

If you are working with teams, clients, or remote collaborators, VoIP platforms usually provide the best balance of quality and control. They make it easier to share information and keep the call focused.

For international meetings, you should think about accessibility. Some participants may not have high-speed internet, while others might not want to pay international calling fees. In that case, using a platform that offers both an online link and dial-in numbers gives your participants more ways to join.

International Calls and Number Setup Considerations

International conference calls often require extra planning. Time zones, connection quality, and local dialing costs can create friction if you do not prepare properly. A simple improvement is to always send the meeting time with a time zone label and, if possible, include a calendar invite.

Some users also keep a separate number for business communication so that calling and messaging stay organized. In that context, you might see services like smsonline mentioned for number-related needs, especially when someone wants to separate work identity from personal use.

You may also see searches like buy google voice number online . Be cautious with that idea because purchased accounts may create recovery issues, security problems, or reliability risks. For professional conference calls, it is usually better to use officially created accounts and stable providers so you can control access, ownership, and recovery options.

How to Host a Professional Conference Call

Start by defining the purpose of the meeting. A conference call should have a clear outcome, even if it is just “agree on next steps.” When the purpose is clear, it becomes easier to keep the conversation focused.

Next, create a simple agenda. You do not need a long document. Even a short list of three bullet points is enough. When people know the flow of the call, they are more likely to stay engaged and less likely to interrupt.

Then, send one clean invitation message. Include the meeting link, the dial-in number if available, the meeting PIN, and the exact time. If the meeting is important, send the invite at least a day ahead and a reminder 15–30 minutes before the call.

At meeting time, join early. Check your microphone, reduce background noise, and close unnecessary apps that might use your internet bandwidth. If you are the host, start the call on time. Waiting too long can make the meeting feel unprofessional.

During the call, manage speaking turns. If the group is larger than five people, use “mute all” on entry and ask participants to unmute when speaking. If your platform supports it, use the “raise hand” feature to reduce interruptions.

Finally, end the meeting with clear action items. Summarize decisions, assign owners, and confirm deadlines. A good conference call ends with clarity, not confusion.

Improving Call Quality: Simple Audio Rules That Work

Audio quality is the number one factor that decides whether a conference call feels professional. Even if your content is great, poor audio makes the meeting stressful and tiring.

Use headphones whenever possible. Headphones prevent echo and help your voice sound cleaner. If you have a dedicated microphone, use it, especially for client calls or presentations.

Ask participants to mute themselves when not speaking. Background noise from typing, traffic, or open microphones is one of the most common reasons conference calls feel messy. A host who politely enforces muting usually improves the meeting immediately.

If the audio becomes choppy, reduce your video quality or turn video off. Many platforms allow you to keep the conversation going smoothly by switching to audio-only mode.

Common Conference Call Problems and Fixes

If you hear echo, it usually means someone is on speakerphone or has two devices connected. Ask participants to mute one device, lower speaker volume, or switch to headphones.

If someone cannot join, the issue is often a wrong link or an incorrect PIN. Resend the details in a single message and confirm they are clicking the latest invite. If available, suggest dial-in as a backup.

If a participant’s voice keeps cutting out, it is likely an unstable connection. Ask them to turn off video, move closer to a router, or switch to a wired network. If none of that helps, dial in by phone is often the simplest solution.

Best Practices for Better Conference Calls

Join early, start on time, and keep the meeting structured. Use chat for links so you do not waste time repeating URLs out loud. If the call is large, assign someone to take notes and track action items.

Keep your meeting length realistic. Many effective conference calls are 20–30 minutes because the conversation stays focused. If you need longer, split the meeting into sections so participants know what to expect.

Always send a short recap after the call. This recap can be a few lines with key decisions and next steps. It prevents confusion and reduces follow-up messages later.