VOIP Technology for Dummies

Share This Post
Share on facebook
Share on linkedin
Share on twitter
Time to Read | 10 mins

What is VoIP Technology? What are the Real Advantages of Switching to VoIP for Your Business?

Communication and telephone lines are one of the primary concerns of any office and for a good reason. The operational cost of telephone lines can be huge and can incur a considerable charge on the company’s expenses. Needless to say, business owners will surely be looking out for alternatives that can save them from getting a shock when seeing the telephone bills, right? VoIP technology has come as a saviour for all such business owners who have faced the pain of seeing their telephone bills shoot up.

What is VoIP technology and how does VoIP work?

VoIP stands for ‘voice over internet protocol’ and is a system that offers easy communication over the internet.

  • In VoIP call handling systems, the voice calls are converted into small data packets, which are transmitted over the internet just like any other internet service such as email.
  • Making use of VoIP technology, you can use your computers, mobile phones and even landlines using headsets to communicate with the second party.
  • You can also use your landlines for making use of VoIP technology, with the only requirement being an analogue adapter that can help you in maintaining the voice quality and proper communication system.

How is VoIP technology advantageous for businesses?

The benefits of using VoIP technology are many and are undeniable. Many businesses have already adapted this system as a core functional unit in their offices but small businesses are yet to adopt this system on a large scale. Many have a misconception in mind that VoIP technology is only suitable for big businesses but the truth lies in VoIP being useful for both big and small businesses. VoIP technology isn’t new. It marked its presence long ago, but it has struggled to reach the position where it finds itself today. It has captured many markets and has minimised the use of traditional phones on business premises. The best thing about VoIP call handling is that it can convert voice signals into small packets of data, which can be further stored, manipulated, combined, copied and transmitted over the internet. If you want to gain in-depth knowledge on how VoIP technology stands out as an effective tool for businesses, read further to know the advantages of VoIP.

Money saviour

When we talk about business, money and investment is a primary concern, and one can work out business plans efficiently when one has the capability of minimising expenditure. Using VoIP for businesses is also something that can cut down operational costs by a considerable amount. You may be asking how. Read further! You may be unaware of the fact that implementing VoIP technology can save about more than 50% on your telephone bills. Yes, you have heard that right! VoIP is comparatively affordable to traditional phones and you are not required to buy any costly hardware for the installation. VoIP can cut expenditure over time and reduce it in the areas of long-distance call handling costs, calling rates, taxes, usage fees, etc. So in short, we can sum up by saying that taking a leap to VoIP technology is a way to reduce your expenses and one of the best options to consider to save your hard-earned money.

Increased levels of productivity

Call handling makes use of VoIP technology, ensuring an increased rate of productivity. Employees can multi-task without facing interference or interruptions using VoIP technology, thus enhancing the productivity factor. It’s not just that you can make calls, you can also attach documents, hold virtual meetings, video conferencing, share data, etc. Also, it offers a better quality of sound and clarity to provide you with the advantages of switching to VoIP technology for your business.

Advanced features

Not only does VoIP technology give you the advantage of cutting down the business operational costs, but it also has advanced features in comparison to traditional phones. The features offered by VoIP technology for call handling are endless, though we would like to list some of the major ones, namely call routing, enhanced conference call facility, and virtual numbers. Now let us discuss these three in brief:

Call routing: Call routing is beneficial if you cannot afford to miss a call from your clients. Even if you miss the call, you have the facility to transfer your calls to other numbers, so even when you are not in the office, and your desk phone is continuously ringing, there is no reason to worry. The call can be routed to a number as decided by you, and, further, you can pick the call that is routed to your alternate number.

Conferencing made better: Call handling was never so easy. With the arrival of VoIP technology, call handling has become easy and also offers high-speed internet access. You can also include multiple users at once and can see your clients and employees face to face.

Portability aspect

Not only does VoIP technology provide ease in call handling, but it is also portable enough to access from any place and at any point in time. Whether you are at your home enjoying your favourite movie or on a hilltop spending some minutes of relaxation with your partner, you can access it whenever you want. VoIP technology has provided comfort and convenience to facilitate its users all over the world. Even when you are travelling, you can simply take out your headsets or IP phones and get connected with your clients and customers.

It is flexible

VoIP technology call handling not only offers portability but also flexibility. If you wish to use your conventional phone, you can by making use of a VoIP adapter and converter. VoIP converters resemble a USB memory stick and can be plugged easily into a computer. The converter will receive the signals from traditional phone and convert it into digital data, to be able to transmit it over the internet just like VoIP calls. VoIP systems also let you have your own VoIP number until you have internet access; you can make or receive calls even while travelling, so you can expect your employees’ numbers to follow every place they go.

Multi-tasking

It is not just that you can make calls using VoIP technology, you can also make video calls and have video conferencing. You can bestow your presence even if you are not physically present in a particular place. This technology is gaining major importance when organising virtual meetings, which are trending in the modern era. Call handling has become easy and more valuable, making use of VoIP technology, thus switching to VoIP technology for your business can bring rewarding benefits.

Has backup plans

Your company may always be at the risk of losing connectivity if any unwanted events or mishaps take place, and you may not be able to avail the services of the traditional phone. Losing connectivity can accrue further costs to put it right and if such a mishap occurs during business hours, it can be directly proportional to the losses. In the case of VoIP technology, even if any such thing happens, your calls can be redirected quickly without causing any hindrance to the efficient operation of your business during the business hours.

Call recording service

Call recording service is another advantage of installing VoIP technology for your business. All those important calls that you cannot afford to miss a single word can be recorded and played again to note down the important messages.

Unmatched quality

One of the best reasons to consider a VoIP call handling facility for your business is the quality of service it is capable of delivering. The quality of VoIP calling has enhanced over the years and is all set to burst onto the market. When VoIP technology had just entered the market, it was required for the two people making use of VoIP to sit in front of their computers while making a call. Not only did it cause limitations for its usage but it also had quality issues. With the passage of time, these issues have been resolved and now the user need not sit in front of a computer. They can directly attend the calls making use of their phones and enjoy a quality service.

Easy to use

VoIP technology systems are easy to use and install and do not involve complex technical support. If a traditional phoneline accrues some issues or goes down, you have to call for a technician to get it fixed, which is frustrating and a time-consuming process. But in the case of VoIP technology, things are easy; it is user-friendly and has a proper network that does not cause hindrance in connectivity. Also, when two or more people are situated in different places, they can easily connect with each other and can also carry their VoIP phones everywhere they are travelling to, which is not possible in the case of traditional phones.

Efficiency

VoIP call handling services are better than traditional phones and offer better efficiency. The data is transmitted in the form of small packets, thus does not cause congestion. This enhances the user experience of making calls. The exchange takes place only at the time of requirement, hence there is no need to maintain a constant connection.

Helps in managing your business constructively

The VoIP call handling system also employs a reporting system, which can be tracked to monitor the happenings in your office. As a business owner, you can sit back and monitor the number of incoming calls, the employees who handled them, whether the call was answered or not, the outgoing calls, routed calls, etc. So in this way you can keep an eye on the things that take place on your premises without even being present at your office. This will help you in the efficient management of your employees, and can also help you find shortcomings and arrange training sessions for your employees to master the art of handling calls accordingly.

Scalability factor

Making use of VoIP technology, one can keep a track of the traffic, and the usage of the system can also be monitored. If you encounter heavy traffic at times, you have the facility of adding more lines, and when the traffic is considerably less, you can consider removing them.

Stability of the calls

Stability of the calls is another thing to consider when you think of switching from traditional phone lines to a VoIP call handling system. VoIP technology is solely dependent on internet connectivity, and if you have a good internet connection then you can stay at par, making use of uninterrupted VoIP call services. On the other hand, if there are any connectivity related issues, then you can face inconvenience in efficient operation of your phone systems.

VoIP technology allows integration

Making use of VoIP technology means getting numerous benefits, including the integration aspect that it offers. One can make use of a SIP phone or even a landline phone with APA in the case of hardware integration. On the other hand, considering the software integration, software with third-party tools can be integrated.

Maintenance

A VoIP call handling system does not require much maintenance and thus provides you with the advantage of easy-to-maintain systems. The only things you need to be watchful of is the cables that are being used and the telephone sets. Thus maintenance is minimum, offering the users convenience.

Provision of better customer service

A VoIP call handling system also benefits customer services. Being able to keep your customers happy is the core requirement of any business, and VoIP call handling helps you attain this target. A business can make use of this calling system for brand promotion, building a positive image by offering seamless services to its esteemed customers. All this is possible due to the features provided by VoIP technology, such as call divert, call routing, call waiting, etc.

Functionality

The functionality aspect is also enhanced with the usage of VoIP systems. The best thing is that you can always receive a call and dismiss the fear of missing out on a call. You can always get the call to divert and call routing services activated to take up your customers’ calls.

It can use bandwidth in a better way

Very few people are aware of the fact that VoIP call handling can make efficient usage of the bandwidth that exists in your current plan. VoIP technology can enhance efficiency by eliminating speech redundancy and compression. Thus, it is capable of using bandwidth in a better way.

Faxes and voicemail made easy

You don’t have to sit in front of the fax machine to receive a fax; you can simply receive it in your email without incurring any additional cost. Also, voicemail services can be accessed using VoIP systems and can help you keep things organised to save time.

Installations are easy

VoIP call handling does not require a hardcore set up and is easy to install. It can save you from the hassle of waiting for hours to have your office installed with a telephone system. It can be ready within twenty-four hours.

Triggers client retention

Gaining more customers is the basic need of any business, as is client retention. Employing a VoIP call handling system for your business can help you attain a better client retention graph. Wondering how? You need to understand that using VoIP call handling services help the customers to get connected to the employees at a faster pace; therefore getting their queries solved more quickly. The clients can get connected to the right person within fractions of seconds, thus giving them satisfaction to return to you every time a need arises.

Things to consider before employing VoIP technology in your office

These were some of the things that can make you believe that VoIP is the upcoming solution for business communication, but before you switch to using VoIP technology for your business, here are a few things that you need to consider:

Check the quality of internet connection

We all know that VoIP technology relies entirely on an internet connection, thus it is mandatory to have a proper internet connection at your office premises, otherwise, VoIP services are going to suffer at a considerable level. It is not difficult to obtain high-quality internet services, so if you want complete success by implementing VoIP technology, then you need to make sure that the quality of internet connection is of paramount importance.

Take into account the bandwidth and call volume

Before switching on VoIP technology, another thing to consider is the number of calls that you can expect per day. You need to ensure that the bandwidth that you are using is enough to handle your call volume. In fact, for deciding the bandwidth, you need to be familiar with the number of calls per day so that the dedicated connection can satisfy your call volume needs.

 Inspection of network components

Failure to provide your office with quality network components can also ruin the VoIP technology service offered. Poor quality components can be thought of as the real culprits of sound quality issues. You must verify that the network components installed are of good quality and are updated versions. This will not only save you from failing to provide quality services but will also save you time and money. Make sure that your components are updated, and keep a regular check on the proper functioning of the components to enhance the quality of the services.

Employee training

Employees form the backbone of any business, and the same is the case when you think of implementing VoIP technology in your office. You cannot forget your employees at any cost. Being a business owner, you must not think of going live with VoIP technology without training your workforce. You need to train your employees before switching to VoIP so that they are able to handle the new system. They should be knowledgeable about the system they are going to use, and in this way, you can enhance the productivity of your company. Manuals, videos, seminars and training sessions, are all such methods that can be implemented to train your team to get acquainted with the latest VoIP technology.

Bottom Line

Day by day, VoIP technology is gaining popularity, and a huge number of businesses are turning towards adopting VoIP technology for communication purposes. Now you know the advantages of implementing VoIP technology for your business, what are you waiting for? Get started and install VoIP to let your business flourish, cutting down the operational costs.

Subscribe To Our Newsletter

Get updates and learn from the best

More To Explore

Do You Want To Boost Your Business?

drop us a line and keep in touch
two women listening to their co-worker