Investing in a cloud-based communications system that uses VoIP technology is a smart move. After all, VoIP phones allow you to do more with less and can save you money. You can transform your conference call experience with the latest conference phones designed for video conferencing and superior voice quality.

And you have a lot of options—Yealink, Cisco, Poly (which is the name of the merged companies Polycom and Plantronics)—the list goes on and on. Overwhelmed? Don’t worry. We’ll go over everything you need to know to choose the best VoIP conference phone for your business.

You can use the jump links below to skip ahead to sections you’re interested in:

What is an IP conference phone?

How to pick the right conference phone

The best VoIP conference phones for your business

3 accessories that will help take your conferencing & conference calling to the next level

Now, on to the conference phones.

First, a quick refresher:

VoIP (Voice over Internet Protocol) technology works by turning the sound of your voice into a digital signal, compressing it into a data packet, and then sending that packet to the intended recipient via the internet.

So imagine you want to call someone. You’d pick up the phone (your endpoint) and call the person you wanted to talk to. After they pick up the phone (their endpoint), your voices would be converted, compressed, and sent back and forth via data packets until the call was finished.

As you look through all your options, you’re going to see a lot of technical terms used—PoE (Power over Ethernet), full-duplex, provisioning—but VoIP is the only one you truly need to understand.

IP phones are devices designed to use internet phone service to make calls. Most of these look like traditional phones that place and receive calls using the PSTN, but they often have more features.

A VoIP conference phone is one of many types of IP-supportive telephones available to users. Let’s take a look at the different types of IP phones.

Types of IP phones

• Desktop VoIP - Your average, traditional-looking desk phone that makes and receives calls (just using an internet connection).
• Wireless VoIP - Handheld VoIP phones that provide greater freedom of movement when on a call. Connects via Wi-Fi network with no cables necessary (except when it needs a charge).
• Receptionist VoIP - A desktop phone with more advanced features that allow for more routing options, multiple lines, Bluetooth connectivity, and much more.
• Video Phone - A telephony device with the added function of video calling. It can come in a multitude of designs—for example, you can have a conference phone with a video component or a desktop phone with a video camera and high definition display.
• IP conference phone - Also known as a VoIP conference phone, this is designed for larger rooms and multiple voices, with special features for conferencing (more on this later).

Briefly mentioned in the list above, we can now get into more detail about business VoIP conference phones.

Conference phones that work using VoIP look a bit different from regular desk phones. They typically have three sides or arms instead of a handset. Conference phones have a speaker, a microphone, and sometimes a touch screen that can be used to manage the call experience.

The microphones in conference phones are more powerful than other phones since they need to pick up multiple voices in different-sized rooms. They feature high-quality HD audio, and some conference phone models can even reduce background noise.

Don’t go out and buy the first conference phone you see. There are many factors to consider when choosing the right phone for your conference room. Let’s go over what you’ll want to consider as you decide between all the conference phone options on the market today.

Determine your room size

First and foremost, you’ll want to assess the size of your conference room (or conference rooms, depending on the size and number of your offices). Small conference rooms and huddle rooms will have different needs when compared to a large, enterprise-level conference room.

As a rule of thumb:

• small rooms fall somewhere between 10 to 12 feet
• medium rooms can be 12 to 20 feet
• large rooms are 20 or more feet in size

Once you know the size of your conference room, you can choose a conference phone with a wireless speakerphone and mics that allow everyone to hear and be heard no matter where they’re sitting. You can also determine the number of devices you’ll want to get for your specific meeting room setup.

Map out your budget

As with any project, knowing how much you can spend will help you make the best decision while staying within your budget. Conference phones come in a variety of shapes and sizes, with all kinds of features.

Luckily, committing to a VoIP communications solution is inexpensive compared to other conferencing solutions. VoIP conference phones that work with a hosted phone system are much easier and cheaper to set up than expensive onsite telephone systems.

What VoIP phone features do you need?

Below are some of the essential features you’ll want to look for when choosing your VoIP conference phones. While most of these devices are equipped with noise reduction and stellar audio quality, they won’t all have the same basic functions. That’s why you need to try to choose a model that gives you the most bang for your buck.

Here are some essential VoIP phone features to look for:

• Integrated Wi-Fi support
• Bluetooth wireless connection
• 360-degree microphone pickup range
• Integrations with other apps
• HD voice technology
• Echo cancelation

What VoIP phone features do you want?

At the same time, there will be VoIP phone features you want, but don’t necessarily need to have. Make a note of the features you’d like to have if it works with your setup and budget.

Once you start shopping for a conference phone, you can see if any of these features are available.

• Touch screen display
• Call recording
• Desktop adapter
• Wireless microphones
• Backlit display

Now let’s look at some of the best VoIP conference phones you can choose for your business (in our humble opinion).

What would your iPhone experience be like without AirPods? Everyone knows accessories are almost as essential as the product they’re enhancing.

The same is true of conferencing phones. You have your primary conference phone system; but it’s these little extras that can take your setup to the next level, whether you’re a small business or a large enterprise. Said extras include:

1. Expansion microphones
2. USB ports
3. Wireless headsets

Expansion microphones

Expansion microphones are the most important accessory for your conference room setup because they’ll offer you a wider range of audio pickup. Typically, you can use up to four expansion microphones in a configuration, and place them around your conference calling room for better audio quality.

For example, someone giving a presentation in front of a group can place a microphone near them to pick up their voice while the other people in the room can have their voices picked up by the main hub. And if there are even more people watching over at the back of the space? You can set up an additional expansion microphone near them in case they have any questions.

Expansion microphones are often offered alongside a hub, depending on the model of conference phone you choose. They’re typically available as an add-on additional product for purchase.

Digital Enhanced Cordless Telecommunications (DCET)

DCET, or digital enhanced cordless telecommunications, connect to your main hub (in contrast to Bluetooth devices). They usually charge and are stored in the main hub, and they offer excellent audio quality when deployed around a conference room. The wonderful thing about deploying DCET for conferencing is that it gives main presenters the opportunity to walk around more freely around meeting space.

USB ports

While more of a necessity than a phone accessory, how you use USB ports on your conference phone will depend on the system you choose and what you primarily use your device for.

USB ports on your conference phone allow you to use mobile devices in a variety of ways, like connecting to calls in real-time or charging. USB ports also let you connect laptops, tablets, and corded headsets.

Wireless headsets

Wireless headsets give your employees flexibility, whether they’re in the office or at home, to move around their workspace without getting tripped up by wires. They also have the added benefit of eliminating annoying clutter that can make a desk or conference room look messy.

Here are some of our top picks for wireless headsets and earbuds:

Jabra Engage 65 Convertible headset

If you need to connect to a conference call in a busy office or noisy home environment, the Jabra Engage 65 Convertible headset is a great choice. It features a noise-canceling microphone and nine hours of talk time on a single charge.

This headset features DCET wireless connectivity, and you can connect up to two of these devices simultaneously.

Jabra Evolve wireless earbuds

Wireless earbuds might be more up your alley if a headset is too bulky for you. The Jabra Evolve 75e UC wireless earbuds go around your neck and offer personalization options with EarWings and gels. They’re a great option if you want clear audio and wireless comfort.

These earbuds also have three-mic technology and active noise cancelation, so you can hear everything but distracting background noises. They’ll charge in two hours and last for 14 hours.

You can connect up to two of these Bluetooth devices at a time and—as a bonus—it also lets you take advantage of smart controls that give you one-touch access to Siri and Google Now.

You have a lot to choose from when you commit to upgrading to a VoIP conference phone setup. Do you want to grow beyond your existing PBX setup? Do you want to adopt an entirely new wireless system with all the latest bells and whistles? Understanding what you want and need for your organization will help you make the right choice.

We’ve gone over what a conference IP phone is, why you need one for your business, our picks for the best conference business phones, and the accessories you need to bring everything together—now all you have to do is pick one.

While you’re at it, why not check out 8x8’s conferencing solutions? We support both audio-only and video conferencing calls for enhanced collaboration in all aspects of your business. Reach out to our Sales team for more details.