VoIP stands for ‘Voice over Internet Protocol’. It describes a type of telecommunications technology that allows you to transmit voice and video data over the web through wired and wireless methods. If you’re currently using landline phones for your business, it’s time to consider making the switch to VoIP phones.
How VoIP Phone Systems Can Help Your Business
There is a wide range of reasons why VoIP telephones are a far superior choice for your office’s communications.
Traditional business telephony only allows you to make calls and send faxes. In contrast, VoIP offers a wide range of additional features that are extremely useful for commercial operations. These include advanced call reports, the integration of third-party services, intelligent call routing, auto-attendant features, and much more.
VoIP phone systems are far more price-competitive than their traditional landline-based predecessors. Their cost-efficiency is partly because, rather than requiring you to install new physical lines and structures, VoIP phones leverage off the existing internet infrastructure in your office.
They offer the exceptional call quality you expect for your commercial operations, alongside various additional collaborative and communicative features, all at a much lower cost.
As VoIP-based calls are routed through the internet, this also means that when you use them to make long-distance calls, you won’t have to pay the high fees traditional telcos charge for such services.
You’ll need more devices and connections as your company grows. VoIP systems make it easy to expand your telecommunications and add new lines by simply clicking a button. This considerable potential for scalability means that VoIP phones allow you to keep your business communications organised, no matter whether you’re a small operation or a vast, multinational enterprise.
In contrast, expanding a traditional landline system requires the physical laying of copper lines. This means that using VoIP will save you the time, disruption to your business’ operations, and reduce the capital outlay needed to expand traditional systems.
Choosing the right VoIP Phone System
Before you can start implementing VoIP phone technology for your business, you’ll have to consider how you plan to use it. Part of these considerations will include examining how you use your existing phone system and assessing whether you want to fully replace it with VoIP phones, or simply complement it with additional functionality.
You’ll need to think about which features of your existing phone system are essential for your business. For instance, if your operations involve a lot of outdoor activity, you’ll probably need phones that you can easily use outdoors.
You’ll also need to consider which features of this new system you’ll need to facilitate your business’ future growth.
Take the time to include stakeholders from all critical parts of your business during this selection process. This should include IT staff and anyone working on data security (as all voice calls will run as data-based communications) and anyone using your new VoIP phones in their day-to-day work.
That means consulting with sales staff, contact centre workers, and any other employees who work directly with engaging your customers. They will have handy insights as to which features of these new phones will be critical for your operations. It will be easier for you to select a VoIP system that offers the right features, functionalities, and specifications to help your business as it moves forward with their input.
Why use VoIP?
Companies have increasingly begun to see the benefits of equipping their staff with the tools necessary to work from home. As businesses grow ever more global, systems such as VoIP phones, which can effectively facilitate remote working, will allow you to take advantage of opportunities to expand your operations into new markets.
VoIP can help you move direct extensions to new geographical locations with nothing more than the click of a mouse. Plus, as many of these systems offer integrative functionality with other features for team collaboration, VoIP represents an excellent investment for streamlining your operations.
VoIP systems can also benefit voice communications taking place within the office. They can support call centres, customer service operations, and connections run through other communication channels, such as text messaging or videoconferencing. You can connect VoIP phones to media as diverse as fax machines, conference calls, wireless handsets, and much more.
What are the typical features of modern VoIP phones?
The modern user expects VoIP-based telephones to provide advanced functionality such as shared meeting collaborations, voicemail to email transcription and call recording.
As most of these phone systems work across various channels, they have become known as ‘Unified Communications as a Service’ (UCaaS) tools. UCaaS operations are usually cloud-based and include software clients to enhance their functions over a range of devices.
One of the greatest appeals of VoIP systems is their ability to work in diverse environments. Dedicated VoIP phones can be anything from a traditional analogue desk telephones, to wireless headsets, to even softphones.
This latter category aren’t actually physical phones at all! Instead, they’re virtual, software-based interfaces that affix to telephones to offer an extensive range of communication services.
VoIP-based phones can also integrate with other back-office applications, such as Customer Relationship Management (CRM) software or help desk platforms. That’s why they make it much easier to manage communications with customers all from one single place.
With a VoIP interface, you also can use different phone numbers in different global locations. This allows your customers to reach you using familiar local numbers even if you have no physical presence in their country.
VoIP phones can help you build trust among a novel consumer base as you expand into new markets. They can also ensure that customers unwilling to pay expensive, long-distance calling fees are still able to get in touch with your business.
How does VoIP work?
VoIP itself works by converting analogue calls into packets of data. These data packets are sent over the internet to the receiver and deciphered on their end. That means that using VoIP, you’re able to place phone calls entirely over the internet. VoIP technology is how platforms like Skype and WhatsApp allow you to make calls using your wi-fi network.
That does not mean, however, that you can only use VoIP phones with computers. You can still call landlines or mobile phones with a VoIP-equipped telephone. The critical difference is that you will be using your internet to make the phone call, rather than placing it over a physical, copper phone line.
High-speed internet access has proliferated across the world. Faster broadband, wi-fi, and mobile data networks are becoming increasingly accessible, and smartphones are growing in popularity. That’s why VoIP is becoming a more accessible, feasible, and beloved alternative to traditional phone lines.
You can connect your VoIP phone right into your modem. This will allow you to bypass physical lines that cost large amounts of time and money to install and maintain. Using VoIP phones also means that you won’t have to pay your telecommunications provider a separate fee to set up a line just for your phone calls. Instead, you’ll only pay for your existing internet connection, rather than balancing multiple different accounts.
VoIP can also be cheaper to run than an old-fashioned phone line. VoIP connections require less data than other internet-based transmissions and do not need particularly fast speeds to run. This means that switching from regular telephones to a VoIP system is an accessible option, even if your firm operates off a limited budget.
How Does A VoIP Phone Work?
VoIP phones come in an extensive number of varieties, designed for different organisational and staff needs.
These include corded and cordless varieties, depending on whether you need greater mobility or are likely to be using the phone out of your office. There are also VoIP-based phones designed to facilitate conference calls, ones with speakerphone functionality, others offering video calling, and even some engineered to meet call centres’ needs.
As the technology underpinning VoIP phone networks is entirely virtual, these systems are far cheaper and easier to scale than traditional phone networks, as they require no additional infrastructure. This software-based structure also means that VoIP phones are able to benefit from advanced infrastructure and regular system updates.
Some of the best VoIP-based telephones currently available in the market run on modern smartphone operating systems such as Android. They are able to utilise numerous high-tech functionalities such as contact and schedule management.
Other features of VoIP telephones popular among corporate users include speed dial keys, graphic displays and Bluetooth compatibilities. These are still just some of the extensive range of functions these phones can offer your business.
As you can see, switching from traditional phone lines to VoIP can help your business embrace a wide array of technological benefits. VoIP phones will allow you to streamline your communications, equip your staff with a range of superb features at the touch of a button, and significantly reduce your costs.
Aatrox Communications is one of Australia’s leading providers of VoIP services. If you’d like more information about how we can help your business grow, please contact our team at 0383972990.