What Is VoIP?
VoIP stands for voice over internet protocol.
Also known as Hosted VoIP, Business VoIP, or Cloud PBX, a VoIP telephone system is a type of phone system that utilizes the internet to place and receive calls. Communication is developed through tiny data packets, which are then transmitted over an IP network.
VoIP makes business communication simpler. With nothing but an app and internet connection, you and your team members can make secure phone calls from any device. The advantages of the VoIP phone system are hard to beat.
Business Benefits of Switching to VoIP
Whether you own a large enterprise, a startup, or work from a home office, you can benefit greatly by implementing a VoIP phone system.
Wondering how a VoIP system can benefit your business? The following points illustrate how a VoIP phone system can add value to your business.
1. Lower Costs
A private branch exchange (PBX) is a telephone system within a business entity that switches calls between users on a local line while enabling users to share a certain number of external phone lines. This piece of hardware connects many landline phones in an office and costs a lot of money—we’re talking of thousands of dollars to install.
VoIP network doesn’t need all that hardware, hence can save the business owner thousands of dollars in installation costs. You only need a computer and internet connection to set up a VoIP phone system in your business.
VoIP systems, on the other hand, do away with the wiring as the transmission is usually over the internet. Professional VoIP services are available as an app on your computer or smartphone, hence are more convenient and cost-effective to install.
2. Versatility of Business-Friendly features
VoIP phone systems are more than just desk phone systems. They come with a host of business-friendly features designed to completely transform your business communication.
Here are some advanced features you can expect to find in a business phone system that traditional phone systems can’t offer.
In a world that is completely going virtual, video conferencing is a powerful feature to have in a phone system. Most VoIP systems have a video conferencing feature that allows you to quickly meet with your customers, colleagues, and stakeholders in online meetings.
Your business likely utilizes many other apps and systems to enhance operational efficiency. VoIP easily integrates with a variety of these applications.
Integrations allow you to realize the benefits of VoIP without modifying your systems to accommodate additional technologies. For example, you can integrate it with Outlook to make it easy to place calls directly through Outlook.
Call queues help you efficiently manage your inbound calls. This feature automates call distribution, allowing only the right people to handle the calls. Call queues can improve the quality of service while reducing customer wait time.
This feature enables calls between multiple callers.
Conference calling allows participants from anywhere in the world to quickly join the call at once, promoting collaboration and teamwork among your employees.
Analytics is the fuel that drives business decisions.
VoIP systems provide call analytics that let you know how effective your employees’ time on the phone is. This data can be used to improve customer service or inform important business decisions.
3. Better Call Quality
Because VoIP uses the internet, it offers superior call quality compared to the alternatives. A VoIP phone system offers HD voice with incredible clarity and crisp audio. This is great for customer satisfaction. Studies have shown that poor audio quality leads to user satisfaction. So, if you’re struggling to improve user satisfaction, a VoIP system is a great place to start.
4. Portability / Mobile Access
Portability is critical for many businesses.
If you or your teams regularly travel for business-related functions, you’ll benefit greatly from VoIP’s portability.
Let’s say you have an analog phone system with a line running directly to your business. This phone system allows you to arrange call forwarding or transfer services when you’re out of the office. However, that’s a tedious process. It’s also a pain to navigate the various menu. Not to forget that you can easily forget the various access codes.
But things are different with VoIP.
Mobility is simply built into the system. You can install a VoIP app on your smartphone and make calls over the internet from anywhere.
VoIP allows businesses to be as mobile as possible.
By using the VoIP network, you can enable mobile phone users and desktop users to connect to your phone system. Your on-the-road employees can connect directly to your VoIP telephone system via your VoIP network
5. Higher Scalability
As your business grows, you’ll need to scale your operations.
VoIP systems are built for scalability.
Adding phone lines to a traditional phone system is expensive since you have to purchase the hardware required for expansion. VoIP systems are virtual, meaning that a tedious process is not necessary.
7. Increased Security
Phone system security is a critical factor to consider, especially for businesses that store sensitive data. Cybercriminals are always looking for confidential customer data, such as your social security number.
A potential entry point is to trick employees through fraudulent phone calls and emails, typically known as phishing.
VoIP can thwart such security threats by leveraging the advancements made in IP technology, including advanced encryption and improved identity management.
8. Reduced Maintenance
VoIP requires less hardware to set up and use. Hence, it has reduced maintenance requirements compared to analog systems.
Research shows that organizations using cloud-based phone systems spend 15% less on maintenance and IT support. Better still, the service provider handles VoIP maintenance automatically, off-site. This means no disruptive maintenance or upgrades that often disrupt business operations.
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