As more businesses turn to remote and hybrid work, their phone and communication systems present a significant obstacle. Landline business phones don’t come with much functionality.
Legacy systems aren’t compatible with the need for a solution that works for employees no matter where they are — with team members out of the office and without access to a desk phone, how will they take and make business calls?
With a VoIP phone system, here’s what you need to know.
Related: VoIP Pros and Cons: Should You Switch?
So What Is VoIP?
Imagine if your phone system used an internet connection instead of phone lines — that’s Voice over Internet Protocol (VoIP), the modern alternative to traditional landlines.
VoIP allows you to use the internet to make and receive calls without paying a local phone company and without needing copper wires running throughout your building.
You don’t need much — a VoIP provider and an internet connection — to make the switch. Then, employees aren’t bound to a specific device or location to work. You can use this service with a desk phone, headset, or any connected device with an app from your provider.
Using a VoIP service, your phone calls turn into simple data transported across the world through the internet. It comes with a plethora of features at a lower cost than legacy systems; there’s no wonder so many businesses are making the switch.
Ready to make the switch and see how your business can benefit from VoIP? Get your free demo here.
How Does VoIP Differ From Legacy Phone Systems?
Landline phones are hardwired into your building with a bunch of copper wires. However, VoIP phone systems use the internet and are not limited to use in a specific area.
Let’s discuss how VoIP works.
We can simplify VoIP by breaking how it works into four steps:
- Connect your VoIP phone or mobile device with a VoIP app to your internet network.
- Then, dial a number to call, and your VoIP service provider connects your phone to the receiving party.
- Next, your VoIP provider starts the call by exchanging data between the two phones.
- Finally, your phone will turn that data into sound, allowing the call’s participants to hear each other.
It might sound complicated (or like magic), but it’s a relatively simple system, and luckily, you don’t have to know exactly how it works to make the most out of a VoIP service!
In the past, you would need expensive equipment and servers to use VoIP. However, today’s VoIP hardware and providers are usually more affordable than traditional phone systems, come with a massive amount of features, and are easy to use.
The Benefits of Switching to a VoIP Phone System
Depending on the VoIP provider you choose, you’ll have access to many features. For example, with SE Telecom, you get professional call features like:
- High-def call quality
- An app that functions as a portable workspace
- Unlimited calling in Canada
- Unlimited texting, faxing, and web conferencing
- Team chat
- Number porting and free local or toll-free numbers
- Call screening, routing, and recording
- Voicemail to email and voicemail forwarding
- A customizable auto attendant
Related: 20+ Best VoIP Features
And much more! View all of VoIP service’s features here.
Other than advanced calling features, VoIP systems have lower costs than legacy communication systems, extremely high call quality, minimal worldwide long-distance fees, and the ability to use your business phone from anywhere you can access the internet.
What Equipment Do You Need to Get Set Up With VoIP?
When making the switch to a VoIP system, you primarily have two options (and you can choose both) — desk phones and softphones.
A desk phone is self-explanatory; it looks like a regular telephone, but it connects to your modem and router to make calls over your internet connection.
Then there are VoIP softphones. Softphones use software that you install on your desktop, laptop, or mobile device to make and receive calls the same way you would using a typical phone. The only difference is everything is digital.
If you use a softphone, you can use a headset or your device’s onboard speakers and microphone to make calls.
While desk phones typically offer the highest quality, you can get similar call quality using a decent VoIP headset with your smartphone or computer.
Your VoIP service provider will likely have various options for you to get your business’s VoIP system set up in a way that works for you.
How Difficult is It to Use VoIP?
VoIP is surprisingly easy to get set up and get your staff trained on to use in a business setting. With a reliable internet connection, you and your employees can make calls quickly and easily.
Unlike other messaging and calling apps (think Skype), VoIP phones allow you to place a call to any number, regardless of the service they use. So no matter who you call your where they are, you’ll be able to connect to them with crystal-clear call quality.
Is VoIP Reliable Enough for Your Business?
If you ever tried VoIP many years ago, you probably remember the quality being inconsistent. Delays happened often, and you never knew when your call might drop.
However, as internet quality and speeds increased significantly, VoIP improved significantly, too.
Modem VoIP systems and providers offer the same consistency as landlines with better quality. The only requirement is to have a solid internet connection.
Related: Mistakes to Avoid When Switching to VoIP
How Do You Find the Best VoIP Provider for Your Business?
After deciding to switch to VoIP and determining the equipment you want to go with, it’s time to find a VoIP provider that fits your organization. You’ll want to consider their server reliability, customer service experience, offered features, case studies, business reviews, etc.
You’ll also want to ensure that their services are compatible with your network and the company has backup data centers — you don’t want one outage taking out your entire telecom system for minutes, hours, or even days.
Stop paying too much for your business’s communication needs — get started with VoIP and see how it can benefit your company today.