Jul222012
Business Technology AnalysisCloud Computingvoip

Many businesses need to cut costs to protect their bottom line. Using a landline phone system can be expensive if your company is using many lines for connecting employees. If you add long-distance phone calls to co-workers in another state or country, the costs can add up. High-speed internet is becoming cheaper and more widespread. Why not get rid of your phone company and make your calls over the internet?

How does VoIP work?

VoIP systems make phone calls over the internet possible. They break up the phone’s audio signal into small pieces, then transfer them over the internet. On the receiver’s end, the system puts the small pieces back together and converts them to an audio signal. Your workers can use IP phones that look like traditional office phones. This IP phone connects to a router so that you can make phone calls from any Wi-Fi hotspot. An alternative to using the IP phone is to connect your headset to a computer and make phone calls from there.

What basic landline features do VoIP systems offer?

  • Voicemail
  • Caller ID
  • Traditional conference calling

What advanced features does VoIP offer? 

  • Virtual receptionists
  • Greeting function
  • Forwarding rules
  • Do not disturb functions
  • Music on hold
  • Door entry buzzer
  • Video conferencing

What are the benefits of using a VoIP system?

  • Lowered costs: With data and voice traffic on one network, your business will not need to buy as much hardware. Also, long-distance calling is unlimited from co-worker to co-worker.
  • Access to phone calls anywhere: Your IT department can set up rules on an employee’s phone system so calls can go to the office, home landline, and cell phone. Another option is to access phone calls on a smartphone by using the VoIP provider’s app.
  • Increased access to quality talent: Your company can recruit talent outside the immediate regional area. These remote workers will have a valuable tool for completing their day-to-day tasks—access to the company telephone system.
  • Improved customer relationships: By giving your customers more ways to contact you, you give them more peace of mind. They will feel you are attending to their needs and are more likely to stay with your company in the long haul.
  • Decreased downtime: If there are any service outages, your company will not have to endure the long wait for a telephone provider. Your IT department will work on getting the telephone system running right away. In the meantime, you can forward phone calls to cell phones first, then to voicemail.
  • Increased speed of decision-making: Your business can make critical decisions without waiting for someone to travel to a destination. With video conferencing, an employee in Los Angeles can have a meeting with a colleague in San Francisco without leaving the office.

What risks should be addressed before setting up a VoIP system?

  • No internet, no phone: If the power or the internet signal goes down, your employees will not be able to make phone calls. Make sure to route inbound calls to someone’s cell phone; some will even allow each extension to use this failover plan for their smartphones.
  • Phone calls are occasionally distorted: Some people experience either hearing garbled sounds, sound loss, or even dropped calls. Make sure your IT department is monitoring the internet network for any bandwidth hogs, such as unnecessary YouTube viewing and large downloads. Otherwise, have your IT department upgrade to a higher bandwidth plan.
  • Requires training for users: There is a learning curve with using a new phone system, which will frustrate some late-adopting employees. Your IT department will have the knowledge and the patience to train your employees on the new VoIP system.

SwiftTech Solutions can help your employees transition to VoIP by analyzing your existing business technology. We’ll help you plan and install a VoIP system suited to your business requirements. For more information, you can call us at 877-794-3811 or email info@swifttechsolutions.com for a free consultation.

SOURCES
TechRepublic. 10 VoIP features that can benefit your small business. (2013, July 8). Retrieved from: http://www.techrepublic.com/blog/10-things/10-voip-features-that-can-benefit-your-small-business/#
Cisco. Small Business Phones: The Basics. Retrieved from: http://www.cisco.com/cisco/web/solutions/small_business/resource_center/articles/serve_customers_better/small_business_phones/index.html
Stone, J. Signs It’s Time to Move to VoIP. (2014, April 11). Retrieved from: http://www.wilmingtonbiz.com/insights/joey_stone/signs_its_time_to_move_to_voip/135
Fabian, K. Business VoIP Review. (2014, March 10). Retrieved from: http://business-voip-review.toptenreviews.com/
Kennedy, J. How Switching to VoIP Can Save You Money. (2012, April 30). Retrieved from: http://www.pcworld.com/article/254659/how_switching_to_voip_can_save_you_money.html
Chacos, B. VoIP buying guide for small business. (2012, August 14). Retrieved from: http://www.pcworld.com/article/260859/voip_buying_guide_for_small_business.html
Valdes, R. and Roos, D. How VoIP Works. Retrieved from: http://computer.howstuffworks.com/ip-telephony.htm