In recent times, multimedia, voice and video conferencing have come together to create an entirely new form of communications. A key element of this new wave is Voice over IP, (“VoIP”), a protocol for digital transmission of voice and video.
Home and business VoIP telephony has grown to be a major segment in the VoIP market. It provides advantages in cost, mobility and increased functionality with a range of compatible devices.
Why should a business user consider moving to a VOIP for Business telephone system? There are justifiable concerns, mostly over call quality, but also that that they will lose their phone service if they lose power, and that it is a difficult and costly technology to implement.
However, improvements in technology and the use of standby power go a long way to alleviating these concerns. Simply put, the advantages to businesses from adopting a VoIP for Business solution far outweigh any potential drawbacks.
Here are 10 major reasons why
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Call Cost
PTT charges are avoided by routing calls over the Internet rather than over the PTT network, thereby avoiding the call charges levied by the PTT. The cost of the call is absorbed in the overall cost of providing the Internet connection. The cost saving can be significant if there are frequent long-distance and international calls.
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Cost Control
Some organisations have a cost-recovery model in place. Being able to use call logs to see who made a call, to whom, when, for how long and the actual cost allows users and departments to manage phone call budgets easily. It also assists in identifying miscreants who call unauthorised personal numbers.
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Mobility
For the mobile user, the integration of VoIP with WiFi provides the individual with an amazingly low-cost communications platform. Software apps on smart devices simulating desktop handsets provide the user with the means to be always in touch wherever they are.
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This is accomplished with the implementation of SIP interfaces in the VoIP for Business configuration that allows a smart device to replace the desktop VoIP phone extension in a wireless-enabled environment. A mobile smart device user has full access to the corporate VoIP phone system from anywhere that they are in range of the corporate WiFi network, both centrally and at remote offices. In addition, most VoIP providers provide a facility via a secure network for users to connect to the corporate phone system over the Internet. This meets the Increasing need for remote access wherever they might be.
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Voice mail and fax mail
Many VoIP service providers provide the facility to automatically forward voice mail and faxes to an email inbox.
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Productivity
A digital VoIP system provides many new features and communications applications. As examples:
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The mobility described above allows employees to become productive immediately they arrive at a remote office and connect to the corporate network. Without waiting to be allocated a phone, they can use their main office credentials, any handset or their smart device to join the VoIP for Business phone network, using their main office phone extension number.
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Employees can see if a colleague is present and able to receive calls. No more repeated redialling, or leaving voice messages.
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Help Desk consultants can operate the phone system using a softphone application on the desktop giving a point and click interface.
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Access to the full functionality of your VoIP for Business Phone System from anywhere if you are online.
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Hosted VoIP
A hosted solution needs no on-site equipment. That means there will be less space used in a small office. If a larger is installing a VoIP for Business solution they may need equipment installed on their premises.
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Flexibility
It can be easy, though not always, to add features and functions. Often it can be done remotely and with no downtime.
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Security
All users log onto the phone system with personal credentials from any connected device. In essence, security moves from the device to the individual. No more sneaking into the manager’s office to make an unauthorised call. International or long-distance calls can be placed by only those employees with an appropriate security level.
The ability to set up group and individual security profiles can be very cost-effective, particularly if used to enable call management and cost recovery. Users can be grouped by cost centre and reports drawn up showing the overall cost of calls from a cost centre, and if required, who called where, when and for how long.
One point to bear in mind is that not all devices can be connected to a VoIP system. Older devices like some modems and fax machines don’t have a digital capability, while others might need software updates. Be especially careful of alarm systems that potentially could become inoperable if connected to a VoIP system.