Commercial carriers today face numerous challenges, including a global pandemic and the affects it has had on most businesses. Missing calls from clients and prospects shouldn’t be one of them.
Many fleets have switched to voice over internet protocol (VoIP) systems from traditional landlines for several reasons: cost savings; remote working while still using the office phone number; and numerous other features that VoIP provides.
Understanding VoIP phone systems
Voice over Internet Protocol phones use the internet to make and receive calls. Some service providers enable you to use analog phones, but the majority provide IP (Internet Protocol) phones that can be plugged into any Ethernet jack.
Once connected, you can easily make and receive calls. Using a web portal and login, you can customize features, including the Virtual Receptionist welcome message or adding new users.
The most significant difference between VoIP and landline phones is technology, which hasn’t changed much since the beginning of the Twentieth Century, requiring an infrastructure of wiring and exchange hardware. By today’s standards, landline technology is limited, allowing users to only make and receive voice calls.
VoIP technology has changed how companies communicate thanks to innovation and faster internet speeds. Unlike landlines that require add-ons for features at additional costs, VoIP systems come with an array of popular communication features already built in.
VoIP phones work by turning your voice into data, which is then transmitted over the internet (like sending emails).
If you’ve used Skype, you’ve used VoIP. VoIP calls are made on your phone, connected to the internet with a network cable or adapter, or via a computer’s microphone and speakers using an app. When making calls, the VoIP service provider routes the voice data between you and the other caller – all within a split second.
VoIP transform communications
As businesses grow, having a phone system that aligns with the publics’ expectations is critical. Unlike traditional landlines, VoIP systems come with powerful features to help businesses make big impressions, including:
• Virtual receptionist. Missing calls because your phone is busy, or your greeting is unprofessional, is easily resolved by a virtual receptionist. When someone can’t take a call, the virtual receptionist takes over. Instead of hearing a busy signal or being put on hold, callers listen to a message and are given several options on how to proceed.
• Ring groups. To ensure every caller has a positive experience, program groups to ring simultaneously, so everyone in a department receives the call (or ring) sequentially until someone picks up.
• Mobility. Staying connected when away from the office is critical today. It’s not practical or professional to use personal numbers for business. VoIP systems, unlike landlines, support working remotely through mobile and desktop apps, and voice messages forwarded as email attachments. This allows employees to make and receive calls anywhere, just like being in the office.
• Existing phone number. Keeping your office phone number makes the transition to an IP system seamless. The moment you plug in your phones, you’ll be able to make and receive calls. No need to change your business cards, letterhead and website information. Your VoIP service provider can take care of moving your number to your new system.
VoIP systems key advantages
• Important impression. How the public views your business often depends on their initial phone interaction. Do they hear a welcome message with easy directions, or are they put on hold immediately? Whether your business has two or 50 employees, your business will sound professional with a VoIP phone system.
• Excellent call quality. With technology advances and increased internet speeds, VoIP phones provide the call quality you need.
• Reduced costs. Lower costs are one of the most appealing benefits for switching to VoIP. Those with landlines understand the significant expense – setup fees, monthly costs, per-line expenses, etc. – all add up, including IT support. To calculate how much you could save by switching to VoIP, use the VoIP Savings Calculator.
• Remote working. Employees today are literally working everywhere. VoIP provides the tools to communicate with staff effortlessly no matter where employees are – in the office or working with clients in their offices.
Jim Gustke is Vice President of Marketing at Ooma and is responsible for all aspects of marketing and customer acquisition at the company. Jim is a marketing and Internet veteran with a wealth of experience at the intersection of consumer and technology marketing. During his career, he has spearheaded marketing initiatives at Intuit, Lexar Media, Ofoto, America Online and Polaroid Corporation. For more information, visit: www.ooma.com.
