Best Phone Systems Software 2021 - Overview

Voice Over Internet Protocol (VoIP) Phone system software makes it possible to make and receive calls through an internet connection. VoIP software can be run on an office computer and many VoIP providers also offer apps for smartphones and tablets as well. Computer-based VoIP software is also known and a “softphone” which facilitates ingoing and outgoing phone calls over an internet connection. VoIP providers supply phone numbers, toll-free lines, and international toll-free lines to support business communications for small companies and corporations alike. 

Business phone systems work by setting up a phone number for every business phone line a company needs. Each unique phone number is established as its own separate line capable of making and receiving calls over the internet. Each line will ring when a call is coming in and show lights for lines in use. Phone numbers can be customized by business needs and business phone systems also offer a variety of features like voicemail and call forwarding  to improve call quality and enhance communications.  

When choosing a business phone system, it’s important to carefully consider important factors such as :

• Business needs
• Budget
• Call volume
• Scalability
• Backup lines and protocols for downtime
• Features and Functionality

You should choose a phone system that offers all the features and technology your business needs to support existing communications, but that can be easily scaled as a business grows and adds employees and lines. 

The most common VoIP phone system features include:

• Call forwarding
• Number porting
• Call routing and transferring
• Call recording
• Voicemail
• Auto-attendant or virtual receptionist
• Mobile apps
• Integration capability with other business software
• Call conferencing
• Data and screen sharing
• User-friendly dashboards
• Reporting and analytics
• Integrations
• Unified Communications (Calls, Chat, Email, Etc)
• Admin controls
• Video Conferencing and Chat Tools
• Directories

VoIP is the acronym for “Voice over Internet Protocol”.

Voice over Internet Protocol (VoIP) technology transforms voices into digital signals that flow through the internet and enable users to make calls easily from a computer, softphone, or smart device. In its most basic form, VoIP is a phone system that leverages the internet to facilitate calls, and requires only a simple internet to function. With VoIP, unlike PBX, there are no cables or landlines to restrict use to a singular location.

Landline and traditional on-site PBX systems are being phased out increasingly every year due to the vast benefits VoIP such as robust feature sets, cost-savings, and impressive productivity hikes.

While IP Telephony and VoIP are frequently used interchangeably, the two are a bit different when it comes to how the technology works to facilitate calls. IP phone systems use a private data network (that is housed in a set location) that can be securely accessed by users on the network for calls in office or from remote locations. On the other hand, VoIP technology leverages the connective power of the internet to make and receive calls, without location limitations. 

VoIP phone systems are cheaper than landlines, typically costing less than 50% of what a landline costs. This is because they operate over your existing internet connection, compared to the copper wires of landlines, which must be physically installed.

Cloud Phone Systems are also referred to as Hosted Phone Systems, Hosted PBX or Cloud PBX. Cloud phone systems are a VoIP-based solution that is accessed via a cloud IP Network. These systems facilitate calls and other features using the internet and are managed and maintained by the provider, which reduces upfront investment costs for companies that want a more traditional telecom structure with the convenience and mobility of VoIP. 

Cloud phone systems convert voice signals into packets that are sent digitally as data on the internet to make and receive calls. 

The benefits of a cloud-based, VoIP phone system include:

• Enhanced communication, both internally and externally
• Increased collaboration opportunities
• Increased mobility and flexibility
• Improved efficiency and productivity
• Reduced costs
• Competitive advantage and profit opportunities
• Advanced reporting and analytics
• Advanced and customizable integrations
• More communication controls
• Improved customer interactions and service

UCaaS is the acronym for Unified Communications as a Service. UCaaS is a cloud-based communication platform that incorporates the different communication mediums a company may be using, into one centralized platform. UCaaS systems typically include integrated options for voice, voice and video meetings, unified messaging and chat, and presence. 

Any company needing a cost-effective phone system with robust features will likely benefit from VoIP. VoIP systems are highly customizable and there are packages and pricing plans available for companies ranging from startup to enterprise. VoIP providers often offer services for as little as one user, going up to fully featured enterprise phone system tools and technology for corporations. 

Buying the best phone system for your business requires careful consideration, and you can reference the checklist before to ensure you’re considering all the vital factors needed to choose the best communication options for your company.

• Conduct a business review of communication needs (internal and external)
• Consider company size, growth plans, and budget 
• Identify the must-have phone systems tools and features your business will benefit      from most
• Research Phone Systems vendors, plans, and pricing
• Make a list of top VoIP vendor choices and set up demos

VoIP phone systems have become a business necessity in recent years, and the number of companies implementing VoIP to achieve the benefits of a reliable, flexible communication system is now growing more quickly as many companies explore the option of operating remotely for the foreseeable future.

Alongside the rapid growth expectations for VoIP over the next 4 years, there will be new innovations and trends developing that help drive those increases and make VoIP more flexible, mobile, and dynamic than ever before. Embracing these changes and improvements can help improve business communications both internally and externally.