Communication is a key element of any business. Smaller businesses have less staff and less money to spend on technology to aid their communications when competing with big, established businesses.
Lots of business technology is released with only big businesses in mind, but smaller businesses would benefit from these new software’s as well, however they are often too expensive and are not catered to accommodate the needs of smaller companies, but not all technologies are ‘anti-small business’.
A VoIP phone (Voice over Internet Protocol) is a phone service that uses your high-speed internet to make and receive calls. The phone is accessible to small businesses as well as large, and benefits both. VoIP phones use the internet to transmit and place calls as opposed to traditional public switched telephone networks
Systems
There are two types VoIP phones, phone-based and computer-based, allowing your business to make calls with a landline, smartphone or computer.
A VoIP phone can be used in multiple ways…
– With a Phone
Using a VoIP adapter, calls can be made from a traditional landline phone. The adapter plugs into a phone socket or into the router to transform your regular phone into a VoIP phone.
– Computer and Smartphone
Much like other communication platforms, you can make calls using your computer or smartphone by downloading an app. VoIP phones have an apps that you can download to your business’ computers or employees’ mobile phones and make free calls to other people also using the app, or make calls to any phone number for a small charge.
Call Quality
The progress made in phone technology has produced VoIP phones and made it virtually impossible to determine the difference between receiving a VoIP phone call or a call from a traditional landline, depending on your internet connection, the VoIP phone has better voice clarity than a landline.
There is also no difference in clarity when placing a long-distance call then if you were to make one to the person next to you, making it ideal for overseas businesses dealings without costing your business a fortune.
Functions
– Do Not Disturb
This feature allows employees to prevent looking unprofessional by their call with a client being interrupted by another pending call. This feature will allow them to send new calls to voicemail or transfer to another member of their team who may be free to answer a call, all by the press of a button.
– Teleconferencing
VoIP phone conferencing feature not only enable clear conference calling, but it also enables you to….
- Send messages
- Send files
- Collaborate calendars
- Share a presentation or documents
Making conference calls much more succinct and productive, displaying a professional appearance to clients or business associates.
– Voicemail
It is not possible for many businesses, especially small businesses, to have an employee available to answer calls all hours of the day, therefore voicemail offers customer/clients the option to have their call returned by leaving a summary of their enquiries.
VoIP phone offers the feature of turning those voicemails into emails, allowing your business to return them quickly as they can be assessed from home or any other location.
Making it much easier to manage the business, even when out of hours or out of the office, as emails can be accessed through any mobile or computer.
– Call Recording
When it comes to monitoring customer satisfaction, recording calls allow questions or complaints to be documented and lead to the improvements being made to improve their experiences. A VoIP phone allows you to easily record any calls with a simple click and enable their storage in audio format to prevent the need for storage and maintenance.
Portable
You do not need a switchboard or a computer to connect your VoIP phones, therefore making it fully portable. All you need is a pre-existing broadband connection. This enables your employees to do as they please without compromising the quality of a call.
Cost
A VoIP phone can help your business save up to 90% on monthly phone bills, dramatically decreasing monthly outflows and aiding profitability and all that without compromising on communication quality.
When using a regular landline, especially when communicating long-distance, calls can be expensive, whereas VoIP phones use the internet to communicate calls and so domestic and long-distance calls are much cheaper and depending on your provider, long-distance calls can be unlimited and so have no additional cost at all. In addition to this, calls are not priced depending on length as most of the best VoIP phones for office use will have a fixed monthly cost and provide your business with the features you need, catering to big and small business, with altering pricing to fit your business.
