The Benefits of VoIP Telephones for Your Business

Communication is essential for any business. Whether small or big, a company should prioritize communications between customers, employees, and partners to ensure the efficiency of their operations. If you are looking for efficient and cost-effective communication solutions, you should look into using a VoIP phone system.

VoIP is considered as the best choice for telecommunications in the internet-driven society nowadays. Using the system will not require much, and it is proven to be more effective than sticking with the traditional telephone system. To ensure the quality of communication and data you have between you and key people in your business, learn more about VoIP from the information stated below.

What Is VOIP?

VOIP is the abbreviated or short term for Voice Over Internet Protocol. Technology refers to transmission communication done with internet connections. The users will make calls using broadband internet connections rather than the analog phone system. For a business, the user can make calls or have conference meetings just by using a desktop computer, which the traditional telephone cannot do.

How Does It Work?

A regular or traditional phone uses a specific physical path that is set up or provided by the telephone company. The route goes between your location and the location of the number you are trying to contact. A traditional system uses a conventional infrastructure, which means that it uses the phone lines that are established already across the country.

VoIP system works by converting the sound into compressed digital voice signals. These signals are translated to internet protocol packets that travel through the broadband connection. The packets are then transmitted and converted back to regular phone signal so that those who are using a regular phone can receive the message. One of the misconceptions of using VoIP is that it is only useful for bigger businesses. It is essential to know that VoIP can benefit small businesses as well.

Making a VoIP call is not much different from making a standard phone call. Calls are made through hardware or a software-based VoIP phone. VoIP hardware is similar to a desk phone and works almost identical to analog telephones. There are also software-based VoIP phones which use applications or programs that are installed on a computer or mobile device. Calls made through the applications would require you use microphone and speakers which are already built-in in your computer, laptop or mobile device.

What Are the Examples of VoIP Systems?

There are two main types of setup that can be used for your business. The first choice is to use a cloud-based system. The cloud-based system uses an application or software where you can get the whole system up and running. You will be paying a monthly fee for this setup. Providers like Quotegrab.com perform additional technical tasks at their server locations.

The second choice is where you keep everything within the company. Keeping everything in-house would mean that you have greater control over the system and keep all related physical servers on-site. Using this setup can incur higher costs because more hardware are needed, and you are going to be the one responsible for maintenance and tech support.

VoIP setups can also be phones through a computer or using an actual telephone. Any business can handle their VoIP calls through their office computers. Turning a desktop computer into a VoIP phone can be done by downloading the necessary software or application. The application used for this is often called a smartphone. Every smartphone may vary, but their appearance or interface is similar. There are designed to follow the design of a traditional smartphone, and you will see a representation of a keypad and screen. You will use the interface, just like how you use your mobile smartphone with the help of the headset and microphone.

Using a phone as a VoIP set is the more straightforward option of the two. VoIP phones are installed in the office in the same way an analog telephone is connected. The phones look precisely like analog telephones but are more powerful and functional. You can use voicemail and other similar features as a regular phone.

What Are the Benefits of Using VoIP?

1. Cost-Effective

The top benefit of using VoIP is that it is cost-effective. The operating cost of VoIP is significantly lower compared to using traditional or analog phones. Here are the reasons why:

Cuts down the costs of domestic and international calls. Many VoIP providers give businesses the ability to make long-distance, local calls for free. Aside from that, internet calls are cheaper than landline calls, so you can freely contact employees or customers anywhere in the world.

You will not need to maintain separate networks for internet and telephone connections.

You don’t need to have an office extension phone as they can contact you anywhere you go as long as you have your smartphone with you. Mobile phone costs are higher for businesses. As long as you have your mobile phone and internet data, you can receive calls anywhere you are.

Teleconference reduces the need for you to be physically present in a meeting location. This is also helpful and cost-effective for employees who are doing fieldwork or on a business trip. You don’t need to spend too much on travel expenses for essential meetings as a video conference is convenient and possible with VoIP.

2. Versatility and Mobility

VoIP services are versatile. You can use it in the office or even on the go. With just a connection on the internet, you can use VoIP anywhere you are. Unlike a traditional telephone, VoIP does not have any physical limitations in terms of contacting people involved in your business. If your business also moves to a new office, there is very little setting up done as VoIP systems can be easily transferred anywhere.

VoIP systems also allow you to multi-task and increase the productivity of you and its users. For example, if you have a call waiting in a queue, you can use the time waiting for reading emails, transcriptions of voice messages, or review client call that you may have missed. Aside from that, with just a click of your mouse, you can forward a voicemail to different people in the company.

3. Conference Calls

VoIP systems make conference calls convenient and easy. If you are the owner of the company and you want to meet with the managers or employees with the different branches of your business, you can instantly set up a meeting with them even when you are staying in your own home. Although you can still make conference calls using a traditional phone system, you will have to pay for additional services to host multiple callers at the same time. VoIP already has this ability, and you won’t need to pay extra just to contact and talk to different people at the same time.

Video conference meetings are also one of the best advantages of using VoIP. If you want to set up an interview meeting with clients from another area or reception with your employees in their remote office, you do not need to travel to get to a shared location. Video conference calls are very convenient and easy to set up once you have all the necessary tools like a monitor, camera, microphone, and speakers. You can even make video calls even when you are still at home. VoIP lets you manage your business meetings wherever and whenever you may be.

4. Improved Client Interaction

Businesses can be located anywhere, thanks to today’s global economy. This means that sessions require employees, managers, directors, and other key personnel to travel to meet with clients. Since most of the time, key staff is not available in the office, clients who might need to contact them are directed to their voicemail. Many large companies realized that voicemail is not appropriate for their business, most especially when they should be accessible to their clients.

When the boss leaves for work or travel, they assign people to be in charge of their work while they are away. VoIP helps in directing client calls to the officer in charge when the person they need to contact is not in the office. This eliminates the need to save voice calls in their system. As an owner of the company, you can set up voice calls to be redirected to key personnel in the office to answer on your behalf. The feature is crucial as client calls are taken urgently and considered with high importance. When a client feels that your business is accessible and they talk to someone every time they call, you get improved client interaction and relationships.

5. Opportunity to Work from Home

Companies are now looking into having their employees work from home. It was discovered that some employees had increased productivity when they work in the comforts of their homes. Employees won’t need to worry about transportation, traffic or weather as they can do their jobs on their computers. Having employees work from home is also economical for businesses. When their employees work from home, businesses need smaller office spaces, and there is a decrease in utility expenses.

VoIP gives businesses and employees the opportunity to telecommunicate effectively. The system will allow the employees to remotely access voice, fax, and data services. Employees can also access remote files as long as they use a secured network. VoIP technology is exceptionally portable, and employees and businesses are connected continuously by using the internet.

6. Easy Installation, Configuration, and Maintenance

As compared to analog phones, VoIP phones are relatively easier to install and maintain. It is also effortless to operate even for those who are less tech-savvy. You will not need expert technicians to keep the phone running throughout the office, and it is virtually plug-and-play. Using VoIP software also makes it easy and straightforward to add new users to the system. The web portal also makes moving, adding, or changing configuration easier. Maintenance is also straightforward, and it rarely requires professional support. You can have only one information technology officer who can handle the whole system.

7. Integration to Other Unique Systems

One of the best things about the VoIP system is that you can also utilize other systems and technologies to enhance productivity and operational efficiencies. VoIP can easily integrate unique policies based on the needs of your business. You will not need to modify or add infrastructures so you can use other applications that are useful for your operations. For example, customer records can be viewed while you are with an inbound call with the said customer. You can also place outbound calls in applications like Outlook and other email systems.

8. Enjoying Additional Features

You have to fully understand all the benefits of the system so that you can also explore its potential additional features. VoIP systems allow you to connect different devices to keep your productivity high. These devices include caller ID, contact lists, voicemail, and virtual numbers.

Many VoIP providers will allow you to forward voicemails with just a click of a button and also text transcriptions of these voicemails. The transcript files will be sent directly to your inbox which you can forward to anyone in the company. Aside from that, you can choose which calls you can divert to any key persons in your company. If you are out of the office and you assign different people to take calls from clients and suppliers, you can choose to divert the calls so they won’t have to leave a voicemail.

Summary

If you are looking for a communication system that is efficient and effective, converting to VoIP is a must. Converting to VoIP is not that hard and not that expensive as many people think. It can benefit small and large companies alike. VoIP systems increase productivity and employee efficiency since communication between them and with the clients is made convenient. The VoIP system can also be integrated with other applications or software that are also essential for your business. Employees can look up client records while they are on a call, and bosses can divert their calls to officers in charge in case they are not in the office. Overall, a VoIP system is the best telecommunication system for any business today.