Businesses that use voice phones systems can enjoy features such as IVRs and smart auto attendants that increase customer service availability. The best VoIP providers also offer features that boost team productivity and enable remote workers.
A business VoIP phone system uses codecs to convert analog audio signals into digital data packets for transmission over the internet. These signals are then converted back to analog at the other end of the call.
Cost-effectiveness
Traditional incur massive initial costs in the form of PBX hardware and landline home voip phones. These devices can cost up to $50,000 per office. However, a VoIP system can significantly reduce these expenses.
VoIP phone systems use the internet to transmit call data. This makes calls to other offices, cities, and countries far cheaper than traditional phone calls. They also eliminate long-distance fees, which saves companies a significant amount of money.
In addition, VoIP phones offer a wide range of advanced features that increase productivity and improve customer service. For example, some include an auto-attendant or IVR (interactive voice response) that allows callers to choose options based on their needs. Other useful features include video conferencing and texting. In addition, VoIP handsets can switch between cellular connections and your building Wi-Fi. This simplifies administration and maintenance and eliminates the need for employees to carry both a cellular phone and an on-premise PBX phone.
Convenience
If you’re looking for a highly efficient business phone system that’s easy to manage, look no further than VoIP. This technology delivers exceptional features such as voicemail to email transcription, the ability to send text messages, call transfer, conference calling, a Ruby Receptionist and much more.
Unlike traditional systems, VoIP is easily scalable to accommodate new hires and eliminate lines that are no longer needed. The system’s cloud-based software and web portal make the process of adding or removing lines simple, which makes maintenance a breeze.
Moreover, most VoIP systems come with mobile apps and desktop softphones that mimic the appearance of desk phones and provide call transfer capabilities. This feature allows you to use your office phone number when working from home, a remote location or even while traveling around the world. In addition, a mobile app or softphone can be used to check your business’s voicemails. This makes working from home or anywhere else convenient and productive.
Flexibility
The technology of VoIP enables you to instantly scale your business phone system without the hassle and expense of traditional landline phone systems. The system can easily be deployed on-premises or cloud based depending on your needs and budget.
Instead of utilizing copper telephone lines, your voice calls are delivered over the Internet or your LAN or WAN data network using a VoIP service. The PBX hardware (Private Branch eXchange) then switches calls between the data network and your traditional telephone provider.
Unlike traditional desk phones, VoIP solutions have an interface that resembles the apps your team members use each day on their smartphones. As such, the learning curve is much less steep and new users can learn their way around the system without having to memorize a list of complicated codes like *72 or pound (#). This flexibility makes it easier for your team to work from home, while traveling, or even on the go.
Security
As VoIP systems are based on the internet, they can be vulnerable to cyberattacks. These attacks can include data breaches and call interception. This is why it’s crucial to implement robust security measures for business phone systems. Here are some tips to help you protect your business phone system:
Consider using a reputable provider that offers VoIP security. You should also evaluate whether they are compliant with industry standards and regulations such as HIPAA and SOX. Also, consider separating voice and data networks, if possible. This will increase your network security and prevent unauthorized access.
It’s important to train your employees about social engineering threats and encourage them to report suspicious activity. For example, they should not save sensitive voicemail messages or forward them to unrecognized numbers. It’s also recommended to use network monitoring tools that detect abnormal traffic and send alerts to the administrator. This will help you avoid costly downtime. Moreover, it’s best to have a backup of all data in case of a data breach.
