VoIP phone systems are flexible, multifunctional systems that promise high voice quality and useful features at reduced costs. In fact, VoIP has uses way beyond the capabilities of traditional phone systems such as call center features, voice mail and fax forwarding to email, fixed mobile convergence, and more.

In spite of the strides in VoIP technology, many small businesses are unsure of replacing conventional phone systems with VoIP. They worry about poorvoice quality, insecure network, dependence on internet connectivity, expenses and difficulty of implementation. Let us talk about how the advantages of VoIP beat the drawbacks, and how to maximize your VoIP system.

Why choose VoIP systems?

VoIP will undoubtedly improve the productivity of your business and drastically cut telecommunication expenses. Here is how it does it:

Progressing VoIP technology

Previously, VoIP limited users to computer systems and not so good voice quality. Today’s regular phones (equipped with VoIP adapters) and IP phones promise high voice quality, good mobility, and a range of helpful features. Existing data networks are utilized by businesses for intra-office calls, leading to huge savings and improved employee productivity.

VoIP slashes telecommunication costs

Traditional phone systems require administration and upkeep of expensive infrastructure as per industry norms. VoIP cuts down installation and maintenance overheads by maintaining a single network for voice and data. Moving the phone with the employees that incurs a charge of about $100 per head is now as simple as plugging an IP phone into a new broadband network jack. For similar services, VoIP service vendors fall cheaper too than conventional phone system vendors.

Mobility and accessibility with VoIP

VoIP keeps you connected wherever there is a broadband connection. You can take calls from clients and associates at the office, your home, a hotel or even a friend’s place. You don’t need to use your cell phone. A lot of VoIP systems include software that allows you to make and receive calls on your laptop by plugging in a headphone and a microphone.

Trouble-free VoIP configuration

Voice mails and faxes can be forwarded to your email inbox by setting up the VoIP phone system. Emails can also be recorded and delivered as voice mail. You can easily manage your messages and mails at one place.

Virtual phone number

If you are making calls to customers outside your area, you may want to use a local number. With VoIP, you can have a virtual phone number with the preferred area code.

VoIP improves productivity

Studies show that VoIP systems improve productivity by almost 4 hours per employee per week. VoIP phone system features cut down on the time wasted in managing calls. Your VoIP phone number can ring simultaneously on your landline and mobile phone before reaching voice mail, making sure you never miss an important call.

Making the most of VoIP phone systems

VoIP is a worthwhile investment. If you still have doubts, these tips will help you stay on top of them.

1. Use professional VoIP services

Though a standard VoIP phone system is fairly straightforward to install, hire a VoIP service provider for larger implementations. Some network providers install and configure a VoIP solution provided by them.

2. Test before implementation

Test the VoIP system with a set of users and verify its usefulness to your business. Once you’re satisfied, roll it out across the office. Hold on to your traditional phone system as a backup during this phase.

3. No missed calls with call forwarding

Set your VoIP phone system to forward unanswered calls to a cell phone or a landline or both. If there is a power failure, you won’t miss any calls till your backup (generator, etc.) gets going.

4. Secure your network

The only way to circumvent call hacking is to protect your network from denial-of-service attacks and digital hackers. Network security should be updated on priority and checks should be thorough.

VoIP phone systems are an economical option with all the advantages of an advanced telecommunications system. Small businesses can minimize travel costs with high quality videoconferencing in real time, use VoIP integrated call center applications, and other compelling benefits of VoIP. With latest wireless phones offering seamless switching between mobile and Wi-Fi networks, VoIP users can look forward to more services at affordable costs.

Daljeet Sidhu. Small Business VoIP advice. VoIP Services quotes.

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