The use of VoIP phone systems offers many opportunities for modern businesses. We’re going to take a look at some of them below.
Although many businesses still use traditional phone lines, more and more of them are starting to switch to Voice over Internet Protocol (VoIP) systems. VoIP systems offer increased flexibility, powerful calling features, and favorable rates for domestic and international calls. These are just some of the many benefits of VoIP as a business phone services that we will discuss in this article.
As an example, let’s look at companies that make international calls using traditional phone lines, which are heavily billed. But since modern VoIP systems use an Internet connection, they can also be used virtually anywhere in the world, helping to establish communication between teams working remotely and in a mixed mode.
According to the latest statistics, VoIP technology is now so attractive that it is used by about a third of American companies. Among the population, this trend is even more impressive: recent data from the US National Center for Health indicate that about 73% of American adults no longer have landlines in their homes.
Of course, there are several disadvantages to VoIP solutions, but their advantages far outweigh those, especially when you consider their use for business.
So what is VoIP? Quick overview.
Voice over Internet Protocol (VoIP) is a networking technology that allows you to make calls over the Internet. Comparing VoIP to a landline phone network, it becomes clear that while the traditional option relies on a physical network of copper wires, cloud-based VoIP systems allow you to make calls from any desired location if equipped with a stable Internet connection. In addition, there are a few more advanced features, such as cloud-based VoIP systems can be easily integrated with many other business systems, such as web conferencing and small business CRM programs.
There are two major forms of VoIP technology: desk phones and softphones. VoIP desktop phones are physical, recognizable phones that connect to VoIP software. At the same time, softphones are special programs available on most device kinds, including mobile phones, tablets, desktop computers, and laptops.
Pros of using VoIP: 10 reasons why choose VoIP for your business
Here are the 10 main opportunities that VoIP systems can offer businesses in 2023.
1. Conducting group calls
The capabilities of traditional telephone lines are severely limited, especially when it comes to conference calls, and for many businesses, this can be a significant roadblock. However, using VoIP services, you can connect as many participants as you need to a conference call, provided your Internet speed is sufficient to transfer all voice data. VoIP technology is constantly evolving and improving, so now all voice packets are compressed and transmitted as efficiently as possible to improve the quality of the connection and the calls themselves.
2. Cost savings
Chances are, if you’re not already using VoIP phone services, you’re still using traditional phone lines dating back decades. Under such circumstances, you are likely to pay for every minute of a phone call, which leads to significant monthly expenses, especially if you regularly make calls abroad. But with VoIP, the picture is completely different, as the cost of telephone calls is significantly reduced. Modern telephone switches are cloud-based and much more affordable to operate.
Provided you have a high-quality Internet connection, preferably ADSL, you can always enjoy all the benefits of a business VoIP solution. Thus, you will receive impeccable communication quality and guaranteed confidentiality, and your monthly fee will be fixed. According to statistics, small businesses that have connected to VoIP technology have reduced their costs for local calls by up to 40% and for international calls by up to 90%.
3. Optimize traffic capacity
It can be a bit tricky to optimize your VoIP plan to meet your needs at first, but requesting detailed statistics from your provider about your monthly data usage (for example bout outbound calls) will make the process much easier. The cool thing about VoIP services is that they offer you access to even small nuances that can be useful for optimizing your incoming/outgoing calls and helping you get the best deal for your money.
4. Cost-effective software and hardware
Using business VoIP phone service eliminates the contact center need for expensive telecommunications equipment, telephones, and other basic devices that can increase the initial investment in communications to several thousand dollars.
Besides the VoIP software, all you need is a stable Internet connection, a computer, a sound card, a microphone, and speakers or headsets – things that are common in any office in any country. Typically, VoIP prices are quite affordable, ranging from $10 to $30 per user per month, and may vary according to your company’s needs.
5. A range of useful features
The functionality of VoIP phone systems far exceeds the calling features of traditional telephone lines. With VoIP, you’ll have more flexibility in managing your calls, and you’ll have access to a wide range of additional features such as voicemail, extensions, contact lists, caller ID, real-time analytics, and more. Let’s take a closer look at these features:
Call routing with VoIP telephony
No one likes to miss important inbound calls for any reason. With a business VoIP phone system, this risk disappears. Using the “Find me” service provided by most business VoIP providers, your customer will be directed to several numbers before reaching voicemail. In particular, at first, the call will go to your cell phone twice, then to your work number twice, and finally to your home phone two times before it goes to voicemail.
Setting a ringtone for waiting mode
Another great feature that is often used in a business is “Music on Hold”. The process of waiting for a call to be answered can be very tedious and confusing, so why not liven it up with some music? Today’s VoIP systems are capable of improving customer experience by playing pleasant, relaxing melodies to callers on hold.
6. Establishing remote communication
The difference between VoIP telephony and traditional networks is that it gives employees the ability to work virtually anywhere there is a stable Internet connection. Thanks to this flexibility, this technology is the optimal solution for companies that engage in remote and hybrid work. Along with basic calling functions, modern VoIP technologies also provide employees with a variety of collaboration features, such as document sharing, conference calling, and task assignment, thus providing the team with multiple ways to communicate and transfer information.
There is also the ability to generate real-time analytics on productivity and efficiency based on current data, so managers can monitor employee performance even remotely. As a result, businesses can solve productivity problems much more successfully than with traditional older phone systems equipped with outdated technical solutions.
7. Potential for business expansion
Perhaps, given sufficiently favorable circumstances, any business would like to expand and increase its operations. And it’s important that your equipment can keep up with you and not act as a deterrent to development. The vast majority of providers have versatile, flexible package solutions that can be easily adapted to meet the requirements of a particular business. In addition, even when your team grows, and you want to expand the range of services, you can easily switch to another plan with an expanded set of features and increased user limits.
This is a huge advantage of VoIP telephony over traditional telephones, especially for young, growing businesses, as expanding the amount of equipment is more expensive and limited by the number of network cables that can be installed in your premises. So basically, the best VoIP for small business is the scalable one.
8. Sound transmission quality
In reality, the call quality of landline phones is only slightly better than VoIP systems, so it’s not a huge advantage in comparison. Essentially, the quality of voice over VoIP is affected by the stability of your internet connection, so if your network is reliable, you shouldn’t worry about it.
9. Mobility
A distinctive feature of VoIP telephony is its high versatility. While landline phones are limited to one single device, VoIP technology can be used on a variety of devices and is therefore completely portable.
As a result, employees are free to move their devices anywhere they want, whether it’s in the office, at home, or at another workplace that’s convenient for them. This solution benefits not only remote workers but also those who travel a lot or have to do business in different locations.
10. Reliable protection
As a company grows, so does the number of threats: cyberattacks, data breaches, and viruses are becoming more frequent, so reliability is of paramount importance to businesses seeking to prevent such risks. Although Internet communications are subject to greater risks than landline communications, VoIP services can provide the same level of security as those, provided that your provider complies with all requirements and applies all necessary security measures.
These security mechanisms include multifactor authentication, separation of duties between users, and call encryption. By choosing a reliable VoIP service provider, you don’t have to worry about security while enjoying all the benefits of a secure VoIP network.
How to choose the best VoIP service for your business
If you’re planning to experience the wide range of advantages of VoIP for yourself, you’ll find many reliable providers. However, before you sign up for a service, consider these criteria:
Budget: While VoIP systems are generally more affordable than traditional systems, their costs can vary. Make sure that the solution you choose fits your business budget, considering not only the monthly billing, but also potential hidden costs, activation fees, and additional charges.
Team size: Different VoIP plans have different limits, for example, more expensive ones have unlimited calls and maybe even unlimited users. However, basic plan may not include more than essential features and probably will have limited time for calls, so choose a plan that suits the size of your business. You should also choose scalable packages with powerful onboarding and training features for new employees.
Necessary features: Although most VoIP providers offer similar features, some of them differ in their functionalities. Some favor inbound communication features such as call queues and call groups, while others focus on collaboration tools. Determine your business needs and choose a provider that meets those requirements.
Hardware needs: Software-based VoIP phones may not be enough for companies with a high call volume and high call quality requirements. In such cases, it is better to invest in high-quality landline VoIP phones. However, for companies with a more flexible approach, softphones for VoIP are likely to be the best fit.