VoIP Telephone Systems: The Basics
Although VoIP has been around for a while now, many businesses are yet to take advantage of the technology. This is often because people are unsure about the technology, how it works and the ways in which it might benefit their business. So, we have put together a very simple guide to VoIP that covers everything you need to know in a no-nonsense, easy to understand way.
What is VoIP?
VoIP stands for Voice over Internet Protocol, which simply means that voice calls are carried in and out of your business over your internet connection, as opposed to the traditional business telephone lines.
How is VoIP implemented?
If you decided to switch to VoIP, you would have two options: hosted VoIP or SIP Trunking.
Hosted VoIP is a service that is offered by communications providers. If you choose this option, your VoIP phone system will be hosted remotely in the cloud and, hence, hosted VoIP solutions are also referred to as cloud phone systems. Because the phone system is hosted, the only equipment that you will have on your premises is the phones that you require.
Alternatively, you can have an on-premises VoIP phone system. For this option, you will need SIP Trunks to connect VoIP calls in and out of your business. SIP Trunking is a modern alternative to conventional business telephone lines that uses your internet connection rather than the traditional wires. SIP Trunks are essentially like lines over your internet and the more Trunks you have, the more simultaneous calls that can be made.
To make and receive calls using VoIP, you can either purchase VoIP enabled phones, make calls directly through the computer and use a headset or use an analogue telephone adapter to enable VoIP on your existing phones.
There are even hybrid phone systems available nowadays that allow calls to be made using both VoIP and traditional business telephone lines. If you’re unsure about switching to 100% VoIP straight away then this could be a good way to migrate to VoIP at a pace that suits your business.
What are the benefits of VoIP?
There are many benefits of using a VoIP phone system.
Reduced costs
Many businesses switch to VoIP to save money. Because VoIP calls are made over the internet, you will no longer need to pay for expensive telephone lines. Call costs are also much cheaper, even on international calls.
Flexibility
VoIP calls can easily be diverted to mobile devices and remote offices. This gives you much more flexibility to employ mobile and home workers, which in turn allows you to offer a better service to your customers. It also helps to increase efficiency and ensure that important calls are never missed, even when agents are working away from their desks.
Scalability
A VoIP phone system allows you to add or remove users instantly according to your requirements. No other type of phone system offers such straightforward scalability.
Business continuity
Because VoIP is highly flexible, it can ensure business continuity at times when you experience disruptions to your usual operations. In the event of a disaster, you can have your calls diverted to alternative destinations such as employee mobiles or home offices.
Moving premises
Moving premises is much easier when you have VoIP. Your phones can simply be unplugged and plugged in again at your new premises. You can even keep your existing phone numbers, even if you relocate to a new area.
Are there any disadvantages?
VoIP is great for most businesses, however it’s not suitable for all and there are several potential drawbacks.
The most important thing to consider is the speed of your internet connection. Without adequate speeds, you may not be able to take advantage of VoIP. You may either need to upgrade your business broadband connection first or, if this is not possible – perhaps due to the area you are in – then VoIP won’t be right for your business at this time. You also need to ensure that your internet connection is reliable; otherwise, the quality of your calls could be affected.
The quality of your VoIP service will also depend on the quality of your provider’s network. The voice quality and reliability of VoIP telephone systems could be affected if your provider’s network lacks a sufficient backup plan, has too much traffic running over it or it’s too slow. This is why it’s important to choose your provider carefully. Make sure that you choose a reputable company and perhaps ask to speak to existing customers to see if they’re happy with the service they receive.