Since 2021, a year after the pandemic-related lockdowns forced the widespread adoption of work from home arrangements, many businesses have formally embraced remote and hybrid work setups. To support such new work arrangements, many of them invested in new IT solutions, including Voice over Internet Protocol (VoIP) systems.
What is VoIP?
VoIP is a technology that enables users to make and take phone calls over the internet rather than traditional phone lines. It converts analog voice signals into small data packets that are transmitted over the internet and then reassembled on the receiving end, allowing users to communicate in real time using voice and video services.
Why should small businesses use VoIP?
VoIP offers plenty of advantages over traditional phone systems, such as:
Lower costs
VoIP helps small businesses reduce their communication expenses since its call rates, especially for long-distance and international calls, are lower than those of traditional phone lines. With a VoIP system, businesses also don’t need to purchase costly hardware since they can access the system using their existing internet connection and devices.
Unlike traditional phone lines, VoIP makes it easy for companies to add or remove phone lines as needed, without requiring additional hardware or the help of technicians. This allows organizations to pay for only the phone lines they need.
Greater flexibility
VoIP is perfect for businesses that have remote or mobile employees who need to stay connected while on the go. This is because VoIP allows employees to make and take calls from any location, as long as they have an internet connection.
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Moreover, VoIP systems can be used on a variety of devices, including smartphones, tablets, laptops, and desktop computers. Therefore, employees can choose which device to use for VoIP calls, making it easier for them to stay connected and productive. For example, when they’re at their workstation, they can opt to take calls using their PCs. But when they’re on the field, they can use their smartphones instead.
Access to advanced call features
Unlike traditional phone plans, many business VoIP plans already include advanced call features, such as:
- Auto-attendant – routes calls to the appropriate person or department automatically, helping businesses manage a large volume of incoming calls more efficiently
- Call recording – record calls for quality assurance, training, or regulatory compliance purposes
- Voicemail to email – converts voicemail messages into email messages, making it easier for employees to manage their messages and respond to these more quickly
- Video conferencing – allows employees to hold virtual meetings and collaborate from anywhere in the world
Easy integration with other applications
VoIP systems can be integrated with other communication apps, such as email, instant messaging, and video conferencing tools. For example, employees can make calls and send messages directly from their email inboxes, making it easier to stay in touch with clients and colleagues. Integrating VoIP with other communication tools also helps employees save time and boost their productivity. For instance, employees can schedule video conferences directly from their calendars, eliminating the need to switch between different tools.
Aside from communication apps, other business technologies, such as customer relationship management software, can also be integrated with VoIP systems. When a customer calls, their information can be automatically pulled up on the agent’s screen, giving the agent access to the customer’s history, preferences, and other relevant information. This enables companies to provide a more personalized and efficient customer experience.
Ready to leverage VoIP? For an affordable monthly fee, SpectrumWise can provide your business with an enterprise-level VoIP solution and remote management service. Schedule a consultation with us today.
