Voice over Internet Protocol (VoIP), is the best option for businesses looking for cost-effective and efficient telecommunications solutions in today’s Internet-driven world. It seems that VoIP phone services can answer many, if certainly all, of the communication needs companies have with telephone systems.
It doesn’t take too long to find conflicting advice. We are often asked to clear up confusion surrounding VoIP telephone systems. People want to find out if VoIP communication solutions such as Microsoft Teams Calling can be as effective as they claim.
VoIP Telephone System: Definitions & Benefits
What is a VoIP phone system? VoIP stands for voice-over-internet protocol. A VoIP telephone system is basically a phone system that transmits calls via an internet connection.
VoIP phone suppliers convert voice data into digital files which can then be transmitted and decoded by the receiver on the other end.
What are the advantages of using a VoIP phone system instead of a traditional telephone system? There are many benefits to switching to VoIP phone systems. Let’s take a look at how this can reduce costs and increase productivity.
VoIP Systems reduce costs, improve time management, and increase productivity
1. Low cost-per-Call
VoIP telephone systems use Internet Protocol to make calls, as the name implies. Instead of calling on telephone lines, VoIP uses packets to transmit all data over the Internet Protocol network. Your business could use an IP network to connect to its Internet, your telephone provider, or both.
An important aspect of an IP connection is the guarantee of quality of service (QoS), from your phone service provider’s network to you office network. You cannot use the Internet to connect with your telephone service provider (“going “over-the top”) and QoS will not be possible.
Calls placed over traditional phone lines will result in a shared line being used by both callers to communicate. Calls placed over landlines are costly, particularly if they are long distance. The internet allows you to send and receive call data over the internet, which makes long-distance and domestic calls much cheaper.
VoIP for business allows you to make domestic and long-distance calls without additional charges.
What can VoIP do for your business? Small businesses can save up to 45 per cent on their monthly phone bills by switching to VoIP.
2. Service Mobility
VoIP services are great for businesses that travel a lot. They can follow you wherever you go.
A traditional phone system assigns each line to a number that is unique. Every movement becomes a challenge if you don’t know the correct codes or keys to dial. Contacting phone companies to transfer service and numbers to other locations can save you a lot of time.
All of these limitations are eliminated with a VoIP phone system. There are no physical restrictions. There are no physical limitations. You can move freely as your business requires.
3. Multifunctionality of Features
VoIP phone systems allow you to multitask with even the most tech-savvy devices. This allows you to be more productive.
Imagine that you are waiting for a call from a client. As you wait, you can plan your approach to client calls that you missed while you read voicemail-to text transcriptions sent directly to you email inbox.
You can also easily forward voicemail and messages to another person. You can easily forward a voicemail message to three people if you have received an important message via voicemail.
VoIP phone systems offer these and many other useful features. The service is always with you so you can add or subtract features as you need them. VoIP telephone systems are a great way to grow your business.
4. Simple conference calls
VoIP makes it possible to do many things, not just the ones mentioned. Making and participating in conference call is much easier because all calls use a converged data network rather than dedicated phone lines.
You can participate in conference calls even if you have a traditional telephone system. However, you will need to pay an additional fee to host multiple conference callers.
These services are available natively to many VoIP phones. You don’t have to pay extra for conference calls. Instead, you can use the same service to make them as part of your existing subscription.
VoIP services also make it easier to hold video conferences. These conferences are rare, but it is possible to have face-to-face interactions with clients and colleagues while employees are away from the office using VoIP phone systems.
5. Efficient Client Interaction
Businesses can now be found anywhere in today’s global economy. Meetings often require traveling. However, a VoIP service does not mean that you will lose the ability for important calls to be made or to send out documents.
You may have noticed in the past few months that large companies such as JPMorgan Chase and Coca-Cola have stopped answering voicemails. This may not be the right move for all businesses, but some companies find that answering voicemails takes too much time.
You can control where and how your calls ring with a VoIP phone system. You might choose to forward the first few calls to your office. If you do not answer, the call will be forwarded to another device such as a cell phone or laptop. If they are urgent, calls can be answered immediately.
Important documents no longer need to wait to be sent. VoIP allows business associates to fax documents to the cloud, rather than waiting for a fax machine to open.
6. Reliable in a pinch
One common concern about VoIP is that it can stop working and you will lose the ability to make phone calls. Under the right circumstances, this doesn’t need to happen. Call-forwarding is like other features of VoIP phone systems and is extremely flexible.
Although no phone system can guarantee 100% uptime, VoIP phones generally achieve “five nines”, meaning that most VoIP providers have sufficient redundancies to ensure 99.999 percent uptime.
You can choose where and how you want your calls to be forwarded. This allows you to avoid losing productivity due to local power outages, weather-related events, or other factors. Your mobile phone or laptop can answer the office telephone if it isn’t answered.
Are VoIP Telephone Systems Right for You?
It is understandable that any recommendation that involves a wholesale change in the way companies do business seems too risky. It can be overwhelming to consider a switch to VoIP phones. There are so many options. It’s not helpful to read through the fine print when making a decision.
For major business decisions such as this, it is always better to have a reliable and knowledgeable advisor on your side. Our advisors will help you choose the right phone system for you and assist you in making any necessary changes.
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