At this point, most businesses and business owners have had at least some exposure to VoIP business phone systems. Known primarily for making business telephony more effective, these systems also contain many features enabling businesses to serve their customers better. For those looking to research a VoIP business phone system for their business, there are a few basic factors to look into.
What to Look For in a VoIP System
VoIP business phone systems typically allow for many more features and add-ons to your basic phone service at a much lower price point. Call forwarding, integrated messaging, call queuing, and virtual reception is often included in a basic VoIP business phone system or can easily be added at minimal expense. Depending on variables such as the call traffic of your business, the location(s) of your offices, and the out-of-office time of your employees, you will need to research different packages and solutions to find the best one to fit your needs.
One of the main driving factors in the early adoption of VoIP business phone systems was its cost-effectiveness. From establishing phone numbers in remote area codes to low-cost or free long-distance to minimizing or eradicating the charges from your toll-free numbers, many cost-effective solutions are available with the VoIP business phone system. Many businesses can utilize service packages with only basic service and hardware charges.
There are two main options for managing your VoIP business phone system network, each with benefits and drawbacks. Some businesses opt to maintain an on-premise network and equipment to eliminate service and maintenance charges from a provider. Others have decided that a hosted VoIP business phone system service better serves their needs and allows them to change and expand their systems without needing an in-house technician to maintain the network. Whether to contract with a hosted service vs. an on-premise service depends largely on a company’s network infrastructure.
Your business's challenges are unique and the best solution is tailored to fit your situation. VoIP business phone systems are generally a much lower-cost and more adaptable solution for business telephone needs than their traditional counterparts, allowing you to function more smoothly and productively without affecting the bottom line.
How Can VoIP Benefit My Business?
VoIP business phone systems can benefit businesses of all sizes and industries, but some businesses can benefit even more from this technology. Here are some examples:
Businesses operating remotely or with employees working from different locations can benefit greatly from VoIP business phone systems. A VoIP business phone system allows employees to make and receive calls from anywhere with an internet connection, making it easy to stay connected with colleagues and clients while working remotely, no matter where they are.
Small and Medium-sized Businesses
VoIP business phone systems can be particularly beneficial for small and medium-sized businesses (SMBs) looking for a cost-effective phone system. VoIP eliminates the need for expensive hardware and infrastructure, making it a more affordable option for SMBs with a small budget for phone systems.
Customer Service-focused Businesses
Businesses that rely heavily on customer services, such as call centers or support teams, can benefit from the features offered by VoIP business phone systems. For example, call routing and automated attendants can help streamline customer service operations, while features like call recording and analytics can help improve the quality of customer interactions.
What Are the Disadvantages of a VoIP System?
While VoIP business phone systems offer many benefits, there are also some disadvantages to consider:
Reliance on Internet Connection
VoIP business phone systems have a stable internet connection to function properly. If the internet connection is poor or down, it can disrupt or disable the phone system. This can be particularly problematic for businesses that rely heavily on phone communication.
Limited Emergency Calling
Unlike traditional phone lines, VoIP business phone systems may sometimes provide different emergency calling services. For example, in the event of a power outage, VoIP phones may not be able to connect to emergency services, whereas traditional phones may still work.
VoIP business phone systems operate over the internet, which can be vulnerable to hacking and other security risks. If the VoIP business phone system is not properly secured, it may be at risk of eavesdropping, identity theft, and other security threats.
In some cases, the audio quality of VoIP business phone system calls may be lower than traditional phone calls. This can be due to factors such as internet bandwidth or network congestion.
VoIP business phone systems may not be compatible with all types of hardware and equipment. This can be a problem for businesses with existing hardware investments or requiring specialized equipment.
Despite these disadvantages, many businesses continue to adopt VoIP business phone systems as a cost-effective and flexible solution for their communication needs.
Benefits Of a VoIP Business Phone System
VoIP systems offer a range of benefits that can help businesses improve communication and save money. Here are some of the key benefits of using a VoIP business phone system:
One of the biggest advantages of VoIP business phone systems is cost savings. A VoIP business phone system eliminates the need for traditional phone lines and associated hardware, reducing the costs associated with hardware, installation, and maintenance. VoIP business phone system providers often offer more affordable calling rates than traditional phone companies.
Flexibility and Scalability
VoIP business phone systems are highly flexible and scalable, making it easy for businesses to add or remove lines as needed. This makes the VoIP business phone system a great option for businesses that experience seasonal or fluctuating demand.
VoIP business phone systems offer a range of advanced features that can help businesses improve communication and streamline operations. For example, call routing, voicemail-to-email, and virtual attendants can help improve efficiency and productivity.
VoIP business phone systems allow employees to make and receive calls from anywhere with an internet connection using VoIP mobile apps. This makes it easy for remote workers or employees who frequently travel to stay connected with the office and customers.
Integration with Other Systems
VoIP business phone systems can be integrated with other business systems, such as customer relationship management (CRM) software, to provide a more seamless communication experience.
Compare the best VoIP business phone systems to select the best option for your business.