VoIP phone systems help businesses make big impressions and meet the needs of remote, mobile staff. Ken Narita, Vice President of Business Marketing, Ooma gives a lowdown on what companies need to know to make the right decision to switch to VoIP from traditional landline phones.
Businesses today face numerous challenges. One of the biggest challenges is having a huge percentage of the workforce working remotely. As millions of Americans work from their homes, offices around the country remain empty and quiet.
While many workers have the flexibility to work remotely, traditional business landline phones don’t allow that flexibility. One of the only sounds in offices today are landline phones that continue to ring in offices around the country, with no one able to answer them.
To combat this, many businesses have switched to Voice over Internet Protocol (VoIP) phone systems, from traditional landlines that allow employees to work from anywhere while still using the office number and offer significant cost savings.
Learn More: What is Voice Over Internet Protocol (VoIP)? Definition, Key Features, Best Practices with Examples
What are VoIP Phone Systems?
Voice over Internet Protocol (VoIP) phones, as the name implies, use the internet to make and receive calls. Some service providers enable you to use analog phones, but the majority provide IP (Internet Protocol) phones that can be plugged into any Ethernet jack.
Once connected, you can make and receive calls. Using a web portal and login, you can customize features such as a virtual receptionist welcome message or adding new users.
VoIP vs. Traditional Landline Phones
The most significant difference between VoIP and landline phones is technology. Landline phones haven’t changed much since the beginning of the 20th century and require an infrastructure of wiring and exchange hardware. By today’s standards, landline phone technology is limited, allowing users to only make and receive voice calls.
VoIP technology has changed how businesses communicate. While IP capabilities have been around several decades, VoIP services have advanced in recent years, thanks to innovation and faster internet speeds.
Unlike landline phones that require add-ons for features at additional costs, VoIP systems come with an array of popular communication features already built-in.
Learn More: VoIP Can Be Your Gateway to a Unified Communications System
How VoIP Systems Work
VoIP phones work by turning your voice into data which is then transmitted over the internet, similar to sending emails.
If you’ve used Skype, you’ve used VoIP. VoIP calls are made on your phone, connected to the internet with a network cable or adapter, or via a computer’s microphone and speakers using an app. When making calls, the VoIP service provider routes the voice data between you and the other caller – all within a split second.
VoIP Systems Transform Business Communications
As businesses grow, having a phone system that aligns with customers’ expectations is critical. Unlike traditional landlines, VoIP systems come with powerful features to help small businesses make big impressions, such as:
- Virtual Receptionist
Missing new business because your phone is busy or your greeting is unprofessional. This can be easily resolved by a Virtual Receptionist. When a live person can’t take a call, the Virtual Receptionist takes over. Instead of hearing a busy signal or being put on hold, callers listen to a message and can be given options on how to proceed.
- Ring Groups
To ensure every caller has a positive experience, you can program Ring Groups to ring simultaneously – so everyone in a department, like sales, receives the call; or ring sequentially – to ring from person to person until someone picks up.
- Mobility
Staying connected to customers when away from the office is critical today. It’s not practical or professional for employees to use their personal numbers for business. VoIP systems, unlike landlines, support working remotely through mobile and desktop apps, as well as voice messages forwarded as email attachments —allowing employees to make and receive calls from anywhere in much the same way they would from their worksite.
- Keep Existing Phone Number
Keeping your business phone number, your lifeline makes the transition to an IP system seamless. The moment you plug in your phones, you’ll be able to make and receive calls. No need to change business cards, letterhead and website information. Your VoIP service provider can take care of moving your number to your new system.
Learn More: VoIP Helps Users Isolated in a Flood
Key Advantages of VoIP Systems
- Â Big Impression
How customers perceive your business often depends on their initial phone interaction. Will they hear a welcome message with easy directions, or be put on hold immediately? Whether your business has two or 200 employees, your business will sound professional with a VoIP phone system.
- Excellent Call Quality
With technology advances and increased internet speeds, your VoIP phones will provide the call quality you need.
- Reduced Costs
Lower costs are one of the most appealing benefits of switching to VoIP systems. Those with landlines understand the significant expense – setup fees, monthly costs, per-line expenses, etc. – all add up, including IT support.
To calculate how much you could save by switching to a VoIP system, use any VoIP Savings Calculator.
- Â Connect with Remote Teams
Employees today are working everywhere. A VoIP system provides the tools to communicate with staff effortlessly – no matter where employees are.Â
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