Small Business Solutions: The Many Benefits of VoIP


There are over 150 million VoIP subscribers in the worlds, and that number keeps growing each year.

While it’s clear that VoIP technology is becoming popular among small businesses, some managers still believe it’s only for the big brands.

But that couldn’t be further from the truth. Small brands can save up significant amounts of cash by switching to VoIP.

But are there other benefits of VoIP apart from cost savings? Read on to find out.

What is VoIP?

VoIP stands for Voice over Internet Protocol – a technology that allows users to make and receive phone calls over the internet rather than the traditional analog phone system.

VoIP technology works by converting speech into digital data packets that can be transferred through a broadband internet connection. The data packets can be copied, edited, searched, stored, and combined with other types of data. They can also be distributed to any device as long as it’s connected to the internet.

Simply put, VoIP telephone systems allow you to make calls through the internet.

Small Business

Benefits of VoIP over Traditional Phone Systems

How is VoIP any better than the traditional analog phone system?

Here are the top seven VoIP benefits:

1. Easier Installation and Configuration

IP phones need far less technical expertise to install compared to traditional phones. Rather than have a technician run phone wiring throughout your premises, you can quickly set up an IP phone and get on with your business.

You don’t need to install any hardware or software. All you need are IP phones and you’re good to go.

With the hosted VoIP software, it’s cheap and simple to add new users. It’s also easy to add, move, and/or change the configuration of your system thanks to the convenient web portal.

2. Lower Set Up and Maintenance Costs

VoIP systems are cheaper to set up and maintain than traditional phone systems. Since VoIP uses an internet connection, you don’t need a traditional phone line.

This means no more phone bills, as you can merge your phone and internet bill into one account and cut your operational costs.

Better yet, VoIP offers free PC-to-PC calls. PC-to-landline calls carry a cost, but at a rate that’s significantly lower than that of a traditional phone system. You can also use your smartphone for VoIP. 

3. More Scalability Options

In business, it can be hard to estimate the number of phone lines you’ll need over the next year. If you’re using a traditional phone system, you need to be careful with your estimations so you don’t end up spending on phone lines you don’t need.

Hosted telephone systems solve this problem. With VoIP, you can add or remove lines as per your business needs with no hassles. This way, you won’t overspend on lines you don’t need, and your business will always have the right number of lines available.

4. Better Flexibility

One of the biggest advantages of VoIP telephone systems is the lack of location limitations. As long as you have a broadband connection, you can use a VoIP phone from anywhere in the world. That’s unlike traditional phone systems that require you to be in your premises to make calls.

With VoIP, you can integrate software programs such as e-fax, remote conferencing, and email over the internet through your phone. Doing this enables you to access other applications on your VoIP phone while on call, thus allowing multitasking.

And since the adapter is portable, you can take it with you as you travel and hold conferences with your staff and clients on the go.

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Moreover, VoIP services allow you to sync your devices together such that they can ring simultaneously in case of a call. This way, you can receive important calls even if you aren’t at your office.

5. Multi functionality

Unlike traditional phone systems, VoIP isn’t just about making phone calls. VoIP Studio suggests that you can use it for other business activities that can help you streamline your operations. These include call recording, conference calling, a reception console, virtual numbers, IVR, and ACD.

With these features, you can record calls, email voicemails, share information, hold virtual meetings through video conferencing, and attach important documents.

Such multi functionality frees up time for your employees so they can focus on other important tasks.

6. Organized Conferencing

VoIP is perfect for businesses that need to network with partners and staff in different locations. Besides great sound quality, VoIP phone systems come with nifty features to help you organize your conferences.

You can check for participants, mute individuals, and use the “raise hands” feature to know which participants want to ask questions. Such organization adds a touch of professionalism to your conferences, which is important for your company’s image.

7. Ability to Hire Virtual Employees

Sometimes, the best talent may not be near your premises. In such cases, you’ll want to be able to make virtual hires. The problem is, hiring virtual employees requires businesses to buy specialized equipment for communicating and assigning tasks.

In the past, this has restricted virtual hires to big companies, but not anymore.

With a multitude of communication features, VoIP allows small businesses to expand their talent search so they can supplement their workforce. As long the virtual employees can access to the internet, small brands can use VoIP systems to assign tasks and track their progress remotely.

Making the Switch to VoIP

Looking at these benefits of VoIP, it’s clear that it’s a technology worth investing in. The initial costs might be high, but the long term Voice over IP advantages justify every penny.

If you’ve decided to transition from traditional phone systems to VoIP, you’ll need to prepare in advance by identifying your cabling needs and assessing the state of your current communication infrastructure.

You’ll also need to get quotes from different providers so you can choose the most cost-effective option. And if there are non-negotiable features of the old phone system you’d like transferred to the new one, be sure to discuss them with your provider before making the switch.

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