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7 Benefits of VoIP Phone Systems That Your Business Can’t Ignore

VoIP (Voice over Internet Protocol) phone systems offer businesses a range of advantages that can help them stay connected and competitive in today’s market. VoIP systems allow businesses to have the same phone capabilities as traditional systems (and more!) at a fraction of the cost. These systems can offer features like texting, video conferencing, conference calling, and more all in one central location. VoIP phone systems offer many benefits and even smaller businesses can gain valuable tools to help them grow. With more and more companies switching to VoIP, it may be time for you to jump on the train as well! Here are some of the best benefits of VoIP phone systems you can’t ignore.

The Breakdown

There are several benefits that businesses can take advantage of from VoIP phone system. Here are our 7 game-changing benefits you have to know:  
  1. Smartphone Compatibility
  2. Away-from-the-Desk Flexibility
  3. Productivity & Workflow Efficiency
  4. Cost Reduction
  5. Better Overall Call Quality
  6. Smart Features for Small Businesses
  7. Transferring your Phone Number to VoIP is Easy

What are VoIP Phone Systems?

VoIP – Voice over Internet Protocol – is a way of making phone calls through the Internet, rather than a traditional phone line (ie. a landline phone). It sends and receives digital audio “packets” of data between any two places in the world via an IP connection. Now, there are now desktop phones that use an IP connection, as well. But because VoIP’s utilizes WiFi (a cost virtually all businesses already pay for)and doesn’t depend on specific desktop equipment to operate, businesses of all sizes across the U.S. are jumping on board with this “less is more” idea and recognizing it as the best business phone system.

What features does VoIP offer?

With so many communication features, it’s hard to deny that most businesses today should be using VoIP! For instance, your business can accept phone calls, conduct video conferences, and live chat all in the same platform. You can also take calls on-the-go using mobile VoIP! Take a look at some of the top communication features you can take advantage of while using VoIP:

Call management
(forwarding, transferring, parking, etc.)
Voicemail to email transcription
Virtual receptionistSMS messaging
Analytics and reportingExtension dialing
Call queuesPriority notifications
Call recording Speed dial
Conference callingSoftphone
Video callingNumber porting
Hold music SIP trunking
Online faxToll-free numbers
Mobile appConference bridge

Top Benefits of VoIP

If you’re still wondering why your business should use VoIP, you should explore the vast benefits it offers. At 360Connect, we investigated this new business trend and determined the biggest factors driving the switch to VOIP telephone systems in the workplace. Here are the top 5 benefits:

1. Smartphone Compatibility

The days are gone where professionals need to use multiple electronic platforms to communicate internally and externally, access business information, and maintain productivity. One of the main benefits of VoIP is that it allows you to use your personal phone for work. The rise of the smartphone as a business solution makes sense – it streamlines all our work processes into one easy-to-navigate platform. At the same time, American employees are already bringing their smartphones to work – and using them! As of a 2017 Samsung study, 93% employees surveyed used a smartphone at work every day.

Also think about how over 55% of American households are now landline-free, and over 60% of Americans have canceled cable packages this year. We’re cord-cutting as a country across the board in recent years, and industry reports show businesses are next. Because VoIP systems use WiFi to route calls, they’re smartphone-compatible and utilize an expense businesses already have. Currently, approximately 36% of U.S. businesses are doing away with desktop equipment and choosing VoIP as their telephone service, and that’s only the tip of the iceberg compared to what’s to come. Learn more about why cloud-based VoIP systems are gaining popularity!

2. Away-from-the-Desk Flexibility

Regardless of where your business (or downtime) might take you, with VoIP you never have to worry about being away from your desk or missing a call. Whether you opt for a Hosted VoIP system or a Cloud-Based System, VoIP offers call forwarding to any other devices you might use for work (or travel!), so you can be reached at one single phone number from anywhere in the world.

Also, because of their mobility, VoIP systems are becoming more and more popular with companies with multiple locations or offices. In fact, if your business grows and you have to relocate, re-routing a phone line is a non-issue. Additionally, they’re great options for remote employees and those whose jobs require them to travel often, since VoIP lets you skip long-distance call fees. Not to mention, the number of American employees who say they either travel or work remotely is increasing – about 45% as of 2017.

3. Productivity & Workflow Efficiency

One of VoIP’s biggest benefits is its easy-to-use dashboards that streamline handfuls of work communication necessities into one place. Workers no longer have to juggle multiple devices throughout their day. Through one universal online dashboard or smartphone app, you can…

  • Make and receive audio calls (with one or multiple phone lines)
  • Conduct video conferences
  • Utilize caller ID
  • Record phone calls for later business analysis
  • Send faxes (FoIP)
  • Send and receive SMS messages
  • Access work emails
  • Forward voicemails to email

Imagine stepping into a conference and instead of switching from email, to audio, to a separate video platform like Skype, your communication system is an all-in-one business-wide hub where you can accomplish several things at once. Consider that Americans’ attention spans are shorter than they once were in this informational age. Additionally, more and more businesses have remote employees that they need to keep productive. The need to multi-task and remain productive at work is more important now than ever.

Source: Nextiva

4. Cost Reduction

As mentioned, since VoIP technology benefits business because it uses your already-existing internet connection, it’s a more cost-efficient option right off the bat. But switching to VoIP also means…

  • Avoid paying for long distance calling, since using local internet connection technically means all calls are local!
  • Forget worrying about the cost of upgrades, maintenance, or adding new lines.
  • Easily scale your VoIP system depending on your business’s needs, whenever. Instead of purchasing new equipment anytime your business hires or grows, the cloud-based system lets you easily configure new VoIP members using a web or app interface.
  • You lower your Total Cost of Ownership (TCO). The cost of entry (ie. cost of equipment and installation fees) with VoIP systems is much cheaper than with traditional phone lines. In fact, industry research shows that they cut monthly bills by at least half overall.
average savings by businesses on voip phone systems.

5. Better Overall Quality

VoIP phone systems offer better call quality compared to traditional systems. They utilize a digital network instead of a physical landline, which means they can provide 99% uptime as long as they are connected to the internet. You also get more features like analytics, text messaging, and video conferencing.

Generally, VoIP systems require less maintenance and can improve their services with simple updates over the internet. This means you may gain access to new features overnight. More importantly, because this technology can be updated, the call quality is only going to improve for VoIP. The same can't be said for traditional systems.

6. Smart Features for Small Businesses

VoIP phone systems offer small businesses a range of features that they wouldn't otherwise have access to with a traditional system. VoIP systems also offer businesses access to a range of advanced features, such as video conferencing, smartphone connection, and voicemail-to-email functionality. Why is this so important? It means that small businesses can gain access to critical features that can make their business more professional and more responsive to customers. 

Imagine you were able to send texts to clients from day one or you are able to video call with a teammate on a special project. VoIP phone systems give small businesses this power at a fraction of the cost. You can even find some robust VoIP options for free!

7. Transferring your Phone Number to VoIP is Easy

Many businesses think that the process of switching their business phone number to a new VoIP system is a long and complicated process. Actually, it's quite simple. Many times it takes less than a week. Additionally, it's low-cost (if not free), and providers are now required to help you make the transition! You can enjoy all the benefits of new technology without risking changing your business phone number and losing contacts.

If it makes sense for you to evaluate how your current telecom system is best serving your business goals and now is a good time to start, you can start by looking into VoIP costs, or connect with us here. By taking a minute to fill out our free, no obligation form, we get you in touch with our highest qualified VoIP suppliers in your area so they can talk to you about how to compare options and make the best decision.

FAQ About the Benefits of VoIP Phone Systems

What is VoIP and how does it work?

VoIP stands for Voice over Internet Protocol, a technology that allows voice communication to be transmitted over the internet through packets of information.

Can I use my existing phone equipment with a VoIP system?

It depends on the equipment you have. Some analog phones may need to be replaced with internet-capable phones (think ethernet port).

Does a VoIP system require a high-speed internet connection?

Yes, a high-speed internet connection is necessary for a positive VoIP experience.

Is a VoIP system secure?

VoIP systems can be secured with encryption and other security measures. Still, talk with your supplier before choosing a system. You’ll want to institute rules and guidelines for keeping information safe.

Are there any setup or installation fees for a VoIP system?

This can vary depending on the provider and the type of VoIP system you choose. Some providers may offer self-installation options, while others may charge a fee for professional installation.

Can I integrate a VoIP system with my existing business software and systems?

Yes, many VoIP systems offer integration with CRM, project management, and other business software.

Are there any maintenance or support costs associated with a VoIP system?

Maintenance and support costs can vary depending on the provider and the type of VoIP system you choose. Some providers may offer unlimited support, while others may charge a fee for support and maintenance.

What kind of customer support is available for a VoIP system?

This can vary depending on the provider, but most offer phone and email support, with some also offering live chat and self-help resources.

Next Steps

Is your business thinking of using VoIP? Make sure to take a look at the top 5 business VoIP providers in the industry today. Additionally, if you’re as drawn to this new telecom trend as we are and want to explore business VoIP options a bit further, 360Connect’s team is ready to help. We constantly receive quote requests from businesses of all sizes across America looking to incorporate VoIP technology in their workplaces. Just by taking a minute to tell us what you had in mind, we give you up to 5 free, zero obligation quotes from local suppliers in your area so you can best weigh your options. Visit our website or give us a quick call and let us know what we can do for your business.

Curious about VoIP's benefits for your particular industry? Read about advantages for:

Remember that for the best buying experience possible, we recommend comparing just 3-5 different suppliers and what they have to offer (don't over-complicate the decision by comparing too many options!) and prepare for your call with these tips to get the most out of your phone call with each supplier.

Get free quotes from up to 5 business phone systems & service suppliers!
Just answer a few questions and get matched to top suppliers near you.
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