VoIP Systems 101: An Introduction to VoIP Communication

VoIP Systems 101: An Introduction to VoIP Communication

VoIP systems help small and large companies maintain their business communication with more reliability and cost-effectiveness compared to traditional phone systems. Read more to learn about the unique characteristics of VoIP systems to see how they can be the ideal solution to your company’s communication woes.

What is a VoIP System?

Voice over Internet Protocol also known as VoIP systems allows you to make and receive calls via your internet connection. since its inception, VoIP systems have evolved to resolve all communication needs of modern businesses trying to thrive in this post-pandemic environment with enhanced communication tools and collaboration tools.

How Does a VoIP System Work?

VoIP systems convert your call from analog to digital using digital data packets that are compressed and transmitted via the internet and the receiver of the call will receive uncompressed data and receive your message.

To make calls using a VoIP system, you will need a SIP compatible desk phone and a VoIP calling app to make calls over your internet service provider’s connection. This allows your company to eliminate the cost of phone communication when you can use your internet connection for multiple purposes.

Hence, the requirements to maintain an efficient VoIP system include:

Network Router

It is important that your VoIP router can handle the network bandwidth required to make clear VoIP system phone calls. It may be wise to invest in a separate router for your business’s VoIP system.

Phones and Devices

You may want to look into either SIP trunking phones, softphones, or analog telephones with VoIP adapters to successfully use your VoIP system.

What Can a VoIP System Do?

Let’s explore the different types of VoIP systems available now:

Hosted VoIP systems

Hosted VoIP systems provide unified communication solutions using cloud-based phone systems or cloud PBX services. Hosted VoIP systems as the name suggests, are hosted and managed by a third-party VoIP provider. This is ideal for small businesses that are not looking to make huge investments in their communication infrastructure. The best part about hosted VoIP systems is the automatic updates and upgrades provided by the service providers. Hence, there will not be any downtime when using hosted VoIP systems. You can simply subscribe to a VoIP system provider of your choice and deploy a limited plan on a per-user basis. With growing concerns about VoIP system security, you can be assured that hosted VoIP systems will frequently update their security features to ensure VoIP security.

On-Premise VoIP systems

On-premise VoIP systems come with hefty price tags and can be ideal for large enterprises that need constant communication between departments. This is either owned or leased by a business to remain on the main premises and usually comes with a significant cost to install and maintain. However, some companies prefer security assurance when using on-premise VoIP systems instead of putting the security of their VoIP system in the hands of third-party providers

Hybrid VoIP systems

Hybrid VoIP systems provide the best of both worlds and allow VoIP systems to be used over cloud services as well as traditional phone networks. This option can be beneficial to businesses that maintain their operations on-site as well as in remote locations to provide improved flexibility in communication.

Why Do Businesses Need VoIP Systems?

VoIP systems are a reliable way to assure communication with your employees and customers while being incredibly cost-effective. Using VoIP systems, you can provide much more advanced features than a traditional phone system.

Some of the best features of VoIP systems include:

Unlimited calls

You can call any number within your region without any additional carrier charges

Auto attendant

The correct customer greeting can go a long way when it comes to making a good first impression. The auto attendant feature is also able to direct the calls to the right agents using automated responses.

Call queues

Callers can be attended to by your agents as they become available using the call queue feature. This way customers will be able to reach you consistently without getting an annoying busy tone.

Conference lines

You can conduct meetings with multiple teams and team members with conference call capabilities of VoIP systems.

Voicemail-to-email

You can now read your voicemails without having to listen to long messages when using a VoIP system.

Mobile options

Current VoIP systems come with mobile support to ensure that you can stay connected no matter where you are. This can promote collaboration between teams if your company follows the modern hybrid workplace model or favor remote working.

Collaboration features

With instant messaging and audio and video conferencing capabilities, VoIP systems promote collaboration within different departments within your business.

CRM integrations

One of the best software to be integrated with VoIP systems is a customer relationships management solution. This would improve the efficiency of your customer service teams when the full call history of a customer is available to them using a CRM. The integrated workflow created with a VoIP system and CRM integration will improve the efficiency of your call center staff.

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