The telephone, an invention by Alexander Graham Bell in 1876, managed to sidetrack letters and posts to become the quickest means of communication. Nearly a decade later, in 1995, VoIP was developed as a means for long-distance and international telephone calls. However, mass adoption of VoIP calling took a couple more decades as 4G networks and high-speed data lines were not accessible commercially. Hence, only 35% of businesses implemented VoIP technology by 2019 (Blueface).
You can consider lack of information, incomplete understanding of the benefits of VoIP phones, or fear of adopting new technologies to be the main reasons businesses haven’t implemented VoIP. Yet, ignorance is not blissful in this case, as companies are losing revenue and critical opportunities by sticking to traditional calling methods instead of adopting VoIP phones.
What is a VoIP Phone?
VoIP uses internet lines to send and receive voice signals as data packets. A VoIP phone system is a combination of multiple devices that manages the conversion and transmission of the data packets without any corruption. It consists of three major components:
- The VoIP-enabled Device: Specialized devices or software convert the voice signals into data packets. These devices have a microphone and headpiece for sound retrieval and transmission.
- The Server: Hardware that acts as the routing channel for all incoming, outgoing, and internal calls. It is the backbone of the VoIP phone system.
- Internet Connection: The data packets are sent over the internet. Hence a stable and reliable internet connection is also vital. Depending on the number of calls being managed by the server, the bandwidth comes into play.
Some of the benefits of a VoIP phone system include freedom from device-dependent numbers, no more need for location-bounding devices, and availability of virtual numbers independent of area codes, location, etc. However, these are simply the tip of the iceberg when it comes to the actual benefits of VoIP phones.
Benefits of VoIP Phone
1. Lower Costs
Toll-free numbers are costly for businesses, and calling from the fixed-line telephone is also not cheap. VoIP phone manages to severely reduce the cost of equipment as well as dedicated telephone lines. Compared to fixed-line, where you need multiple lines and specialized hardware for managing call flow, you can manage multiple VoIP calls with a single high-speed data line and customized software. Moreover, when making international calls from fixed-line telephones, businesses have to shell out high calling tariffs, whereas the charges are milder in the case of VoIP phones. Moreover, you have the option to have pre-paid calling credits for VoIP Phone that allows you to have control over the expenditure.
2. Simplified Conferencing
Conferencing is vital for businesses while running a business. Conventional telephone systems offer the feature at additional airtime charges, and the different callers need to be physically present near the device. VoIP phone conferencing is possible without buying additional credits. Participants can join using an internet-enabled desktop or mobile device using dialer software.
3. Wide Range of Features
Using VoIP systems, users can make use of umpteen features that help keep the productivity of the team sky high. Features such as guest ID, virtual numbers, contact records, phone message, one-click redirection, call transcripts, and so on are flexible enough to boost the team’s efficiency. Additionally, you can connect different devices with your VoIP systems to simplify business processes.
4. High Mobility & Scalability
For certain businesses, their employees might be spread across different locations. VoIP allows employees to remotely utilize your office’s voice, fax, and data services via your intranet. Users can connect from anywhere without worrying about changing numbers. VoIP phone allows you to connect and collaborate with each other while being separated geographically. Moreover, telephone lines need to be relocated and reconfigured when shifting offices, whereas IP phones are virtually plug-and-play. The phone can be set up within minutes without the fuss of expert technicians running phone wiring throughout your office.
In terms of scalability, users can be added or changed from your system’s configuration using a web portal. The changes are implemented in real-time, and the new user can start immediately. This way you will end up paying for only what you need.
5. Intelligent Bandwidth Usage
Modern technologies allow VoIP phones to manage bandwidth usage without much disruption intelligently. Any gaps in the conversation are efficiently used for sending and receiving data packets for other users. Moreover, using advanced technology like voice compression and speech redundancy elimination, the bandwidth usage is further reduced.
6. Fax over IP feature
Most VoIP companies feature Fax over IP as part of their service. Fax over IP improves equipment compatibility and service dependability while reducing the high expenses of long-distance facsimiles. Similar to voice, the fax data is also carried as data packets and doesn’t even require a fax machine to send or receive a fax.
7. Intelligent Call Routing
Call forwarding or Routing ensures that any call is not dropped or a user needs to rely on voicemail for missed calls. For example, you can configure the VoIP phone to have a single call ring to your desk phone for the first few rings, then forwarded to your mobile phone, tablet, or laptop, and finally voicemail. This is especially important when any node is down due to internet issues or power outages; the other devices can make sure the call is not lost.
Integral Features Offered by VoIP Phones
In addition to making and receiving calls, VoIP phones have other integral features, such as:
- Advanced Call Management – Prioritize, put on hold, block, or route calls
- Automated Response Attendants – Route incoming calls while on-hold
- Voice-guided Interactive Voice Response (IVR)
- Voicemail to Email or Text
- Call Recording and Transcription
- Find Me and Follow Me – Intelligent Call Relay to avoid missing crucial calls
- Real-time Analytics
- 3rd Party CRM Integration
- Voice and Video Conferencing
- Caller ID Management
- Call Queuing
- Hot Desking – Centralized profile accessible from anywhere
- Call Barging
- Speed Dialing
- Fax over IP
Different businesses make use of various features to use VoIP phones for business growth efficiently.
In the coming years, the demand for VoIP in the business world is only going to ascend. However, unless you are on par with your competitors and even overtake them in terms of technology, you are surely missing out on a lot of opportunities. We hope the benefits mentioned above of the VoIP phone help you make the right decision. Consider our VoIP development services for your own VoIP phones.