Exploring the Benefits of VOIP to Modern Businesses
Choosing the right phone system for your business is an important decision for any business owner or CTO. Your phone system not only connects your team desk-to-desk, it also defines your possible workflow by shaping how employees contact each other – and how customers can contact your team. Riding the cutting edge of business communication is VOIP, or Voice Over Internet Protocol, the software solution to business phones.
VOIP uses app-like software to turn any computer, tablet, or cellphone into an extension of the business phone network. You can even keep your traditionally designed handsets for those professionals who need the unique multi-line control for call management and business administrative work. Today, we’re diving into the many benefits that VOIP has to offer a modern business as the go-to software phone solution.
Fast and Installation-Free Implementation
The first benefit to businesses is the simple installation process. VOIP is all software, installed as computer and mobile applications in a quick and easy download process. Compared to the old way of doing things, hooking VOIP up to the office and connecting each individual employee is a breeze.
Installing traditional phones requires wires run through the office ceiling, columns, and along the floor to each individual desk. Today, there’s no need to have a work crew in and out of the office for initial installation and every time you run a new line. Once you choose your VOIP platform and make a company account, the installation process is as simple as installing the program on each computer or device that will serve as a conduit for the business phone network.
Voice to Text Transcription
VOIP offers some advanced features through software integration. One of the best is the voice-to-text. This can be found in two different forms that are both beneficial to your business workflow. The first is voicemail-to-email. With this one feature, your entire workforce can forego calling voicemail, listening to voicemail, and trying to take accurate notes from replaying voicemail.
The second is call transcripts. When turned on, any call made to or from the VOIP system will be recorded using transcription software. This is a great way to provide records of customer service among many other specific use-cases in each individual business.
Choose Your Own Phone Hardware
Any device with internet connection can become a VOIP phone. Computers and laptops, tablets, and individual cellphones can all install the app, then begin sending and receiving calls based on which ever employee account is logged in. Compared to hard-line traditional phones, the flexibility is exponential.
Multi-Location and Remote Work Integrated
The ability to connect a work number to any computer or device means that suddenly your business phone network is no longer location-dependent. If you have two or more business locations, both can be on the same network and even share employees who bouce between offices – answering the same number from any desk.
Your remote workforce can also remain in the loop, extending their desk number to home devices or even sharing in call center pool. For both existing employees who have transitioned to WFH or new employees hired for remote positions, VOIP allows remote employees to be as connected to the business phone network as employees who are in the office.
Ultimately Scalable for Any Size Team
Another great thing about VOIP is that you can add or subtract numbers as easily as a few clicks on your company account dashboard. Making a new number simply involves creating a new employee account and login. Once the employee uses that login, they become part of the team and the phone network. They gain a work number that can be reached by coworkers and clients consistently from any logged-in device.
This makes it easy to grow your team hiring one person at a time or even bringing in entire teams, departments, or new locations of employees at one time. Similarly, you can also subtract numbers and employee from the account just as easily. Expand to include your summer interns, your tax-season accountants, or a temporarily outsourced team, then contract again just as easily when you no longer need the numbers and accounts.
Free Calls VOIP-to-VOIP
One of the most cost-effective factors of VOIP is the free calls. Every call routed through the traditional phone system costs a few cents. This stacks into the communication budget. However, internet calls are not subject to the same cost. VOIP calls directed to other VOIP numbers come a low cost to completely free. With the rising popularity of VOIP for both business and personal numbers, the savings can really rack up.
Find-Me, Follow-Me Work Number Ringing
The old school one-desk, one-phone method no longer aligns with the modern professional. Today, most of us work on a variety of personal devices and we don’t always have the same device on us in different circumstances. Your team might work at their workstation computers in the office, their home laptops when working from home, and answer their cellphones in between. With VOIP installed on all these devices, any device can ring when a work number is called. But which device should ring first?
This is where Find-Me, Follow-Me comes into play. This unique feature of VOIP is designed to adapt to the multi-device nature of VOIP access. The Follow-Me function allows professionals to set their preferred device, often using a regular schedule so that the most likely device will ring first based on where each employee expects to be.
The Find-Me function fills in when the primary device doesn’t pick up. Then VOIP rings each logged-in device
Resilient and Disaster-Resistant
VOIP is also extremely resistant to both natural and cybersecurity disasters. If a natural disaster strikes and damages your building, your company phones will still be intact because they are essentially cloud-based. For the same reason, your phones are still safe even if your company is subject to a hacker or malware attack. Because the phones are not a part of your local computer system – instead connected by an online service, they will remain available no matter what other service interruptions your company might face.
Last but certainly not least is analytics. Like all software-driven tools, VOIP makes it possible to track certain activity and contact statistics on your account dashboard without outside tools. This will give you both quick, useful insights and a long-term analytics record for more in-depth business planning in the future.
Are you thinking about integrating VOIP for your company’s phones? From administration and call centers to individual employee office numbers, VOIP provides an extremely flexible and tool-rich platform on which to base your company communications. Contact us today to consult on your VOIP plans!