3 Key Reasons Small Businesses Should Switch to VoIP

Voice over Internet Protocol (VoIP) solutions have become the go-to solution for small businesses for good reason. VoIP systems are significantly more affordable and offer more features than basic phone systems offered by local phone service providers. 

This gives small businesses the ability to leverage these benefits in ways they couldn’t previously by streamlining inbound calls to the proper individuals or departments, providing connectivity from Voicemail to email to ensure that messages are returned, and utilizing a custom Auto Attendant to give their small business a more corporate impression.

Today, small business VoIP systems are transforming the way businesses communicate. This technology allows for phone calls to be made over the internet. Using VoIP, small businesses can build a dynamic phone system at a greatly reduced cost. 

With a small business VoIP calling plan, companies can install a variety of different features such as conference calling, auto-attendant, phone directories, IVR menus, voicemail, conferencing, ring groups, ACD queues, hold music, and more to enable your company to have a solid professional image.  Additionally, virtual phone systems are highly portable which often results in avoiding expensive transfer fees when moving your office to a different location. Virtual phone systems provide a level of communication and team collaboration missing in traditional phone systems

What is a Business VoIP System?

Small business VoIP systems are phone systems that provide telephone communication over the internet. With traditional phone systems, calls take place over what is known as the Public Switched Telephone Network (PSTN). 

The PSTN is made of physical wires that transmit the analog voice signal from the caller to the recipient. A call begins when the caller establishes a connection on the PSTN. The connection between the caller and the recipient must remain open the entire duration of the call. (Source)

With VoIP, analog voice transmissions get translated to data packets that are then transmitted over the same data network used for other purposes such as sharing videos, sending an email,  or working on documents. VoIP technology uses internet routing mechanisms to get the packets from the caller to the intended recipient. As a result, two networks are combined into one which is used for all transactions – including phone calls. The network can carry more data which makes it more productive and cost-effective.

Small business VoIP is designed to replace network phone systems that companies use to connect their employees internally with each other, as well as externally to outside sources.

So, remote users, such as workers who telecommute or who may be located at client offices, can easily access the business phone system. Business VoIP also can incorporate mobile devices and laptops so that users are not tied down to the office phones for making/receiving calls.

What are the Benefits of Small Business VoIP?

PSTN is much more expensive than small business VoIP systems. With a conventional phone line, a business must install PBX hardware, desk phones, and cables. They also are required to pay call rates for every phone call. 

With VoIP, there is no additional equipment to install. In most cases, the VoIP provider manages all equipment on their premises. That way, businesses do not need to hire additional staff to manage the system. 

Leveraging a VoIP solution over a traditional business telephone system can bring your company several key benefits. Many of these benefits come from the advanced features that VoIP provides as add-ons. Following are a few of these features along with their advantages:

Conference Calls

In today’s collaborative work environment, there are many phone calls that require several people to participate. VoIP solutions feature the conference calling functionality that enable collaborative meetings to occur. The additional capabilities of VoIP also allow this kind of collaboration to be much simpler and more convenient for the customer. A participant has the option of utilizing the device that is most convenient for them, either their mobile device or desktop computer.

Voicemail to Email

Although voicemail can be extremely useful, it can also have some significant drawbacks, especially for those individuals who don’t regularly check their voicemail. Since it doesn’t have any audible or visible alerts, one can easily miss a message. Email, however, doesn’t have this issue to the same degree. This makes the voicemail to email option so much more practical, as a user can receive an email reminding them to check their voicemail for the message. 

Similarly, voicemail transcription offers similar versatility, but in a somewhat different way. Rather than having you access your voicemail to get the message, email transcription converts the voicemail into a text-based format and forwards it to your email inbox.

Video Conferencing

If a business frequently holds meetings, whether they involve their customers, clients, or staff members, the benefit of having video can be very helpful. It is often difficult to read people based on voice alone. Video conferencing can eliminate that challenge, as well as give your communications a more personal feel than traditional phone communication.

As with any new service you decide to add to your company, take time to research the pros and cons, and be clear about how much effort, time and money you want to put into your VoIP solution.  If not, take a look at a VoIP solution that’s hosted by the provider and then decide if it’s the right fit for you.

In summary, leveraging a VoIP solution can provide various benefits to your company. Are you ready to realize these advantages? Reach out to Kustura Technologies or call (904) 855-8885 today.

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