Small to medium enterprises are always looking for ways to maximize the power of their budgets. This can mean anything from using social media to effect, networking at mixers, and even working with local government to create business programs.
A smaller way that can have large benefits is to use a VOIP phone system as the basis of their office phone system: It is less expensive than a traditional phone system, can be easily transferred if needed, and in general can be an overall efficient communication system for an office.
A Very Quick Definition of VOIP
For those unsure of how it works, “voice over internet protocol” is a way to use internet connections to simulate a landline phone system.
For those that are used to Skype, Zoom, or some other internet-based communications system, they are already used to a VOIP phone system; the same basic sort of system can be applied to a specific office.
All you need is an internet connection, a good router, and a good plan from a VOIP provider.
The Advantages of VOIP
For an SME, VOIP represents a number of advantages, such as:
- Less expensive.
- Better Portability.
- Is not limited by geographic area.
- Takes advantage of existing technology.
- Provides a greater versatility, allowing access to a wider range of tools.
By combining all of these features, an SME can become a smaller, tighter organization with a wider range of options when it comes to solving problems, and can even head off potential problems before they become a problem. In short, there are some great reasons to consider a VOIP phone system.
The Advantages to Your Bottom Line and Existing Technology
A VOIP system does not require all of the hardware a landline system requires; this alone contributes to lower cost. The subscription cost is also a lot lower than a landline service, allowing an SME to hook up an entire office cheaper than a traditional system. On top of that, the system can piggyback off existing technology; the same router that allows all of the computers internet access also allows them to use the VOIP system. This means that all you need is for each computer to have a headset and each computer becomes a telephone.
Eventually, you will want to move to a larger office. This is not a bad thing, especially for growing businesses. With traditional phone service, this means having to disconnect from one service and connecting to another service. It also means that you are likely to need to purchase all sorts of new hardware, such as new phones. With a VOIP phone system, you do not even need to go through the paperwork of transferring locations; you just need to make sure that you have an internet carrier and you should be good to go.
Not Limited to Geographic Areas
A standard landline is limited to a very specific area; this means that even a PBX system is limited to a specific building. It can also be useful to have multiple phone lines for different departments and people. However, a VOIP system can allow people to connect directly to those they are looking for, eliminating the extra cost of extra lines. Also, those working with the system do not need to be in the same office building; this means that people working from a virtual call center or even different offices can all be tied into the same system, again eliminating the need for extra systems.
Provides A Greater Range of Tools
A regular landline allows for greater organization and setting of messages for potential customers. However, a VOIP system is powered by the computers in the office itself. This means that customers can connect directly to those they are looking for faster, but it also means that it opens up the potential of sharing files. Not only does this mean that information can be shared faster between teams in the office, but it also means that customers can be shown current progress more efficiently. This also makes communication between employees and employers much more effective, making for less wasted time and savings down the line. An additional benefit is that it’s very simple to connect telephony with a call center CRM or cloud helpdesk software.
The Problems With VOIP
There are some problems, however. The biggest advantage a traditional landline has is that the landline is better in an emergency: If there is a blackout, such as during a major storm, a VOIP system will be offline while a landline will remain useful. Also, not all 911 systems recognize VOIP systems; this means that the emergency location system will not be able to guide emergency personnel to those in trouble. It is also vulnerable to virus attacks, meaning that anti-virus software needs to run in order to make sure the system works. These issues need to be debated when looking into establishing a VOIP system.
For an SME looking for a communications system that can make life easier and make their accountants happy, a VOIP phone system can be well worth the investment. It is easy to set up, especially as it piggybacks off the technology already in use, and is generally less expensive than a traditional landline system. While there are some problems with it, overall it can make life that much simpler for your business.
babelforce is a global cloud communications platform focused on No-Code integration and automation. It allows non-technical people to build even the most complex integrated processes for customer-facing teams, particularly in the call center.