What is a conference line service?
A phone number can be set up to enable multiple people to participate in a phone call. Adding a meeting number makes it possible to have several meetings taking place simultaneously. Certain conference call services offer features to record meetings, announce when participants join the call, and allow the host to see who is present in the meeting.
Will it benefit my lodge?
A conference line service is a tool to increase participation beyond those who can physically attend meetings, retain more members, and retain lodge history.
Reduced time requirements
Having a conference line simplifies the process of adding more committee members by minimizing the need to travel to a central location. This means that Knights no longer need to stay late after a lodge meeting or endure rush hour traffic to attend a committee meeting. Instead, they can simply call in from the comfort of their own home, a parking lot, or while driving with a legal hands-free device. Even if a member is on a business trip out of town, they can still contribute by calling in from their hotel room.
Improved Meeting Records
Capturing meetings through recordings can greatly enhance the accuracy of the committee’s records. The secretary of the committee can review the recording to guarantee that all details are captured precisely, and even append the audio file to the minutes. This audio recording could be advantageous in establishing the precise phrasing of a motion. Additionally, certain services can transcribe the audio into text and identify each speaker.
Security
In order to join the meeting, committee members need to have both the phone number and the access code. The access code can be changed at any time by the meeting host using the phone app or website, which enhances security. This feature is particularly helpful when members depart from the committee or the lodge.
Improved Health & Safety
Individuals who are knights can still be involved even when they need to tend to the needs of a sick child or spouse, or when they are sick themselves, without worrying about spreading germs. During the COVID-19 pandemic, conference services such as Teams, Zoom, and Free Conference Call proved to be incredibly useful. Pythians can avoid inclement weather or driving-related issues by utilizing these services. Additionally, committee members who are no longer able to drive can still participate and offer insights based on past successes.
Advanced Features
Most conference line services offer video conferencing through computer and cellphone apps. These features come in handy when reviewing documents or selecting photos for a social media post without having to print them on paper or view them on a cellphone. However, additional feature upgrades beyond those mentioned may require a paid subscription.
Suggested Service
To create a free account on www.freeConferenceCall.com, all you need is an email address. Some lodges may opt for Zoom as it's a more popular choice. Each lodge can create multiple conference lines for committees, officers, or general meetings. This service can accommodate up to 1000 Knights in a meeting and the call can last up to six hours.
Updated 8/23/2023
Allen Davis
Grand Vice Chancellor
Arizona Grand Lodge