Top 7 VoIP Conference Phones for Productive Meetings in 2024

Remote and hybrid work models are increasingly becoming common. Businesses can’t help but deploy tools and technologies to support these newest working norms. Traditional conference calls, often interrupted by poor audio quality and background noise, are simply no longer sufficient. It’s time businesses should switch to newer alternatives, such as VoIP conference phones. These phones are a powerful solution for crystal-clear audio and enhanced collaboration features, resulting in improved productivity in your business meetings.

This guide explores the top 7 VoIP conference phones for businesses. We’ll also learn about some alternative options and VoIP troubleshooting for common issues. By the end, you’ll be equipped with the knowledge to find the perfect VoIP conference system for your crystal-clear communication needs.

What are VoIP Conference Phones?

VoIP conference phones are specialized devices designed to facilitate high-quality audio conference calls for multiple participants over an internet connection i.e. a VoIP network. 

In contrast to traditional speakerphones that rely on analog phone lines for communication, VoIP conference phones leverage the internet to transmit audio data digitally. These phones offer superior sound quality and cost-effective communication compared to traditional phone lines. VoIP conference phones also stand apart because of their scalability to accommodate larger teams.

To put it simply, VoIP conference phones are for group calls, using internet technology (VoIP) instead of regular phone lines. Interestingly, these are also referred to as ‘conference speaker phones’, ‘IP conference phones’, and ‘multi-party VoIP phones’.

Top 7 VoIP Conference Phones

Let’s move ahead and learn about the top 7 VoIP conference phones, which I have shortlisted based on their ease of use, flexibility, and value. I hope finding your perfect fit will now be a breeze.

1. Yealink CP935W

The Yealink CP935W is one of the top-rated high-definition (HD) IP conference phones. It’s a popular choice for businesses seeking a modest design for small to medium-sized conference rooms. It comes with a wireless mic that offers a 20-foot microphone pickup range. 

Let’s take a look at its key features:

• Connects via Wi-Fi and DECT technology    
• Wi-Fi and Bluetooth compatibility 
• Has a built-in battery for wire-free deployment     
• 164-foot DECT range and 16-hour DECT talk time
• Features 6 built-in microphones with a 20-foot microphone pickup range    
• Can be paired with a Bluetooth wireless microphone (CPW25) to expand the microphone range  
• Touch-sensitive LCD screen with a user-friendly interface    
• Built-in recording capability and caller ID support

Suitability: Yealink CP935W seems like a good choice for businesses requiring a wireless conference phone for small to medium-sized conference rooms.

Price: USD 512.50

2. Yealink CP965

The Yealink CP965 is an award-winning conference phone that guarantees crystal-clear audio in medium to large-sized conference rooms. 

Let’s take a look at its powerful features:

• Optima HD voice with noise cancellation     
• 13-microphone array    
• Powerful, built-in speaker   
• Microsoft Teams certified 
• Runs a Teams-specific user interface    
• USB-A and USB-C ports     
• Android 9.0 operating system    
• 5-inch color touchscreen   
• Wireless expansion option    
• 20-foot microphone pickup range   
• PoE, Ethernet, power supply, and Wi-Fi connectivity

Suitability: Overall, the Yealink CP965 is a top-of-the-line VoIP conference phone, ideal for organizations that use Microsoft Teams. Its powerful set of features makes it a valuable tool for conducting productive meetings in medium to large conference rooms.

Price: USD 540

3. Poly Trio 8300

The Poly Trio 8300 is a user-friendly wireless conference phone designed to transform medium-sized conference rooms into efficient collaboration hubs. 

Let’s take a closer look at its top features to know what it offers:

• One-touch join to launch meetings quickly    
• Features Poly NoiseBlock technology to remote background distractions    
• Wi-Fi, Bluetooth, and IP connectivity     
• 60+ communication platforms   
• Microphones with a 3.7 meter (12 ft) range

Suitability: The Poly Trio 8300 appears to be an ideal choice for equipping medium-sized conference rooms with an easy-to-use and high-quality VoIP conferencing solution.

Price: USD 540 or USD 19.90/month

4. Poly Trio 8800 

Stepping up from the Poly Trio 8300, The Poly Trio 8800 offers a premium IP conferencing experience. It is a high-end VoIP conference phone that boasts powerful collaboration features ideal for large meeting rooms. 

Let’s have a look at its key features:

• Features Poly Signature Audio with a frequency range of up to 22 kHz     
• Support IP connectivity along with Wi-Fi, Bluetooth, and USB       
• 5-inch color touchscreen display         
• PoE, Ethernet + power supply, and Wi-Fi connectivity                  
• 20-foot microphone pickup range              
• HD audio, full-duplex speakerphone, echo cancellation, and noise suppression          
• One USB-A port and one USB-C port

Suitability: The Poly Trio 8800 seems like a comprehensive conference phone solution, typically for large conference rooms. Its ability to deliver exceptional audio quality and versatile connectivity options, along with a future-proof design, makes it a perfect fit for conducting productive meetings in large team settings.

Price: USD 900 or USD 32.40/month

5. Grandstream GAC2500

The GAC2500 is an Android business conference phone with options for more flexibility and mobility for businesses to customize communication needs. 

Let’s explore what makes the GAC2500 stand out.      

• Supports up to 6 lines, 6 SIP accounts 
• Supports 7-way HD voice conferencing 
• Features echo cancellation, jitter buffer, and full-duplex speakerphone
• Runs on Android 4.4 (Google Play Store access) 
• Bluetooth to support syncing of headsets and mobile 
• 4.3 inch (800×480) capacitive touch screen with 480×272 resolution
• Auto-sensing Gigabit port, built-in PoE support 
• Dual-band WiFi support offers mobility and flexibility 
• Full HD audio support to maximize voice quality 
• USB port, SD card slot, and HDMI
• Daisy-chain support to combine two GAC2500 together

Suitability: The GAC2500 can be a suitable option for small to medium conference rooms. Businesses using Skype/ Hangouts for conferencing can easily integrate the apps into this conference phone. The wireless connectivity makes it a good option for on-the-go conference meetings. 

Price: USD 278.99

6. Grandstream GAC2570

This is another enterprise-grade SIP conference phone that delivers high-quality audio conferencing. The Grandstream GAC2570 is ideally suitable for large conference rooms. 

Let’s learn more about its key features:

• Full-Duplex speakerphone   
• HD acoustic chamber and advanced noise cancellation
• Microphone Beamforming technology minimizes audio distractions  
• 12 omnidirectional microphones with a pickup range of up to 5 meters (16.4 ft)    
• 7-inch touchscreen LCD    
• Android 10 operating system 
• Up to 12 attendee support   
• Wi-Fi 6 and Bluetooth 5.0 support 
• 10/100/1000Mbps network port with PoE+ support

Suitability: For businesses with large conference rooms, the Grandstream GAC2570 could be a suitable choice to ensure seamless collaboration within the teams.

Price: USD 749.00

7. Snom C520 SIP Conference Phone

The Snom C520 SIP Conference Phone caters to conference rooms of small size. Let’s take a look at its key features to understand the versatility of this VoIP conference phone:

• Built-in full-duplex speakerphone   
• Two detachable DECT microphones   
• Expandable with additional wireless microphones (up to three Snom C52-SP wireless extension speakers)    
• Multi-Colored LED indicators    
• Bluetooth connectivity      
• Sleek design and user-friendly interface    
• Local directory and call lists   
• Supports up to 3 SIP accounts or lines

Suitability: The Snom C520 SIP Conference Phone offers a scalable solution with its combination of built-in, detachable, and expandable microphones.

Price: USD 193.61

Comparison Table: Which is the Best VoIP Conference Phone?

Why Use VoIP Conference Phones?

There are several compelling reasons for businesses to upgrade to a VoIP conference phone and leave those old speaker phones.

Benefits of Using VoIP Conference Phones

Enhanced Audio Quality 

VoIP technology comes with advanced features like noise cancellation that filters out background noise. Such features allow everyone to be heard clearly, even in large conference rooms, thus delivering exceptional audio clarity. Furthermore, many VoIP conference phones have a 360-degree microphone pickup, which allows them to capture voice from all angles or directions. This ensures that no matter the position of the participants, everyone involved in the meeting is heard effectively.

Improved Collaboration Features 

VoIP conference phones offer call recording and playback features. It becomes easy to capture important discussions for future reference and share them with team members who couldn’t attend the meeting. Also, many of these conference room phones seamlessly integrate with video conferencing software such as Zoom or Microsoft Teams, thus allowing a comprehensive audio-visual business meeting experience.

Increased Productivity 

VoIP conference phones provide a dedicated calling experience. Unlike using a speakerphone on a computer or juggling calls between laptops and desktops, a VoIP conference phone enables participants to eliminate distractions and focus solely on the conversation at hand. Also, features like call forwarding, one-touch dialing, and hold and mute functions enable streamlined and efficient call management, leading to a smoother flow of communication during meetings.

How to Choose the Right VoIP Conference Phone?

Comprehend Your Requirements 

This is your first step: consider your team’s communication habits and conference room setup. Ask these questions to yourself: 

• How many participants typically attend your conference calls? 

If the count is small, like 5-6 participants, then an omnidirectional microphone would work well. If the participant count is more like 8 or more, then you might opt for multiple microphones.

• What is the frequency and duration of your meetings? 

If your meeting calls are short and infrequent, then a basic VoIP conference phone might suffice. However, for frequent and longer meetings, you may want to consider a phone with advanced features such as call recording, and playback to make things easier.

• Which features are most useful for your team? 

You may require integration with a video conferencing platform for face-to-face interactions during meetings. You may also consider Bluetooth connectivity to connect mobile devices useful during presentations. Think about and identify the functionalities that will streamline your workflow and enhance communication.

Key Factors to Consider When Choosing the Best Conference Phone

Microphone Performance

Some technical aspects that the microphone of the VoIP conference phone should have are: 

• Omnidirectional pickup: The microphone should have the functionality to capture voices from all directions. 
• Noise cancellation: The microphone should be able to filter out unwanted background noise, such as keyboard clicks, for clear communication.

Speaker Quality 

While capturing voices clearly holds great importance during meetings, the ability to hear them is equally important. Choose a VoIP conference phone with powerful speakers. The audio it delivers should sound rich and natural for every participant in the meeting.

Flexible Connectivity Options 

If your conference rooms do not have readily available Ethernet ports, then it is better to opt for a VoIP phone that connects via WiFi. You may also look for Bluetooth connectivity options so that mobile devices can be connected to the phone during presentations or include remote participants.

Ease of Use 

Choose a phone that has a user-friendly interface with clear buttons and intuitive menus. You may also want to consider the technical skills of your team members and choose a phone that offers an easy-to-navigate interface.

Troubleshooting Common VoIP Conference Phone Issues

VoIP conference phones are a convenient and cost-effective solution for conducting business meetings. However, these devices are sometimes prone to technical glitches that can disrupt the flow of your calls. Here are some common VoIP phone issues with troubleshooting steps to help you:

Poor Audio Quality 

Indicators: Muffled audio, background noise, missing words   

Possible Causes: Poor internet connection, incorrect microphone placement, too much background noise 

Solutions

• Upgrade your plan to increase bandwidth
• Consider using a wired Ethernet connection
• Place the microphone closer to the participants
• Utilize noise-cancellation features 
• Educate participants about minimizing background noise

Suppose during a conference call, participants complain about scratchy audio on your end. Then you can first test your internet speed, which comes out to be only 3 Mbps (upload speed). Upgrading your internet plan to a higher upload speed should solve the scratchy audio problem.

Call Dropping

Indicators: Your call disconnects abruptly in the middle of a conversation.

Possible Causes: Unstable internet connection, outdated firmware, interference due to SIP ALG enabled. 

Solution

• Check your internet connection for any outages or fluctuations. 
• Disable SIP ALG in your router settings by referring to your router’s manual. 
• Install the latest firmware update for your VoIP conference phone.

Suppose you are facing drops during a conference call. After checking your internet connection, which came out to be stable, you decide to disable SIP ALG on your router. This resolved the drop issue.

Not Able to Make Calls

Indicators: The phone cannot dial or connect to other conference call participants. 

Possible Causes: Incorrect SIP configuration, firewall restrictions, malfunctioning phone.

Solution

• Ensure the correct SIP account information is in your conference phone settings. 
• Verify that the necessary firewall ports are open for VoIP communication.
• Try restarting the phone to resolve temporary glitches.

Suppose you are not able to dial from your VoIP conference phone. You found your SIP account details to be correct. Then you contact your IT department, who confirms that the firewall is blocking the VoIP phone traffic. Once they resolve the issue, you can make calls again.

One-Way Audio 

Indicators: Either the participants can hear you or vice versa. 

Possible Causes: Muted microphone, incorrect microphone selection.

Solution 

• Ensure the microphone on the conference phone is not muted. 
• Select between built-in microphones or external microphones. Verify that the correct microphone is selected as the audio source.

Alternatives to VoIP Conference Phones 

Dedicated VoIP conference phones are great, but you may also like to consider other options. Let’s explore the alternatives to VoIP conference phones.                

Softphones

These are software applications that you can install on your computer, laptop, smartphone, or any internet-enabled device. Softphones allow users to make and receive calls over the internet without managing and maintaining the hardware. Besides one-to-one and conference calls, softphones come packed with many other features, such as file sharing, call recording, etc. When you subscribe to a VoIP service, a softphone application is usually a part of the service plan.

Video Conferencing Services   

Zoom, Microsoft Teams, Google Meet, and Cisco Webex are some of the most popular video conferencing services used across the world. Besides real-time video calls, you can share your screen, exchange files, use virtual whiteboards, and many other advanced features. Some of the services have free plans, which often have limitations. You can leverage full benefits by opting for paid plans.

USB Speakerphones 

These are budget-friendly choices preferred for individual calls and small conference rooms. Bear in mind that, though these devices offer clear audio, their pickup range might be limited. Because of their compactness and portability, USB speakerphones are best suited for smaller spaces where participants are in close proximity.

Bottom Line 

In today’s digital world, seamless and reliable audio conferencing is a must. VoIP conference phone appears to be a perfect fit, bridging the gap between traditional conference calls and the frustrations of using a computer for audio conferencing. You may consider any of the above-mentioned VoIP conference phones to conduct conference meetings for your organization. However, there are many other options available out there as well.

Happy Conferencing! 

Frequently Asked Questions 

Do VoIP conference phones require a high-speed internet connection?

Yes, a high-speed internet connection is essential to ensure clear, uninterrupted calls and optimal performance.

What kind of audio quality can I expect from a VoIP conference phone?

VoIP conference phones typically offer HD audio quality, with features like noise cancellation and echo reduction for clear, professional sound.

What are the best VoIP conference phones on the market in 2024?

Some of the top VoIP conference phones in 2024 include the Polycom RealPresence Trio, Grandstream GAC2570, and Yealink CP960.

Is it possible to use a VoIP conference phone with my existing VoIP service provider?

Yes, most VoIP conference phones are compatible with a wide range of VoIP service providers. It is always a good idea to check the phone’s specifications to ensure compatibility.

Can you tell the difference between a VoIP conference phone and a regular VoIP phone?

The difference lies in the type of calls for which these phones can be used. A VoIP conference phone is designed specifically for group calls with features like multiple microphones and speakers for enhanced audio quality, while a regular VoIP phone is typically used for individual calls and lacks these advanced features.