Where To Get Answers To Your Business' Questions About VoIP Systems

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This article is brought to you by Retail Technology Review: Where To Get Answers To Your Business' Questions About VoIP Systems.

By Rory Jackson, freelance writer.

With the growth of VoIP phone systems as a powerful telecommunications tool, there is a lot that businesses seemingly must know about the solution. There are benefits to consider, but it can be difficult to keep up with the technology trends as new capabilities emerge. 

VoIP, or Voice Over Internet Protocol, systems is a technology that allows businesses to place calls from anywhere using their existing internet connection. There are no special equipment requirements or costly upfront costs. And the systems can provide additional capabilities that transform telecommunications technology from a high-quality phone call to an indispensable business solution that expands an existing tech stack's functionality.

While the technology continues to evolve, it's based on simple technology that converts a voice on a call into digital signals that transmit over the internet and converts the data into an audio file. Depending on the type of VoIP service offered, all a business needs to use it are: 

  • A high-speed broadband internet connection with at least 256 kilobytes per second
  • A modem
  • A computer equipped with a microphone or an adaptor to a regular phone
  • Software from a VoIP provider

In many cases, voice calls made by a regular telephone or another VoIP number that are placed to a VoIP number can be received on the computer or sent directly to a regular telephone or cell phone.

Even in its simplicity, the VoIP technology can be confusing, even intimidating, to some business leaders. Some providers offer a VoIP resource blog that helps answer questions. Here are a few key benefits of the technology explained in laymen's terms.

Flexibility and Convenience 

VoIP technology allows businesses to use virtual phone numbers that can be assigned to work on different devices, including a traditional landline phone, a cell phone, a desktop or even a home phone. The technology allows multiple numbers to be assigned to one device. The solution can easily be integrated into an existing tech stack and even added to some existing telephone systems.

Expanded System Functionality

Some VoIP systems include Session Initiated Protocol, or SIP, handsets that can handle multiple communication types, such as regular phone calls, email, faxes, and web-based conferencing. Employees can listen to transcribed emails over VoIP systems, record calls, and review transcription from the text for analysis. The technology includes easy plug-and-play capabilities that allow adding and deleting features based on a business's individual needs. 

Inexpensive and Efficient

VoIP capabilities allow businesses to conduct voice and data communication over a single network, which helps reduce infrastructure costs for telecommunications. It can also help increase security through standardized encryption protocols that help address security concerns that many companies may have. There is no equivalent protection available for traditional telephone networks.

The equipment needed for VoIP technology is also less expensive than traditional phone systems. VoIP handsets can easily switch from a cellular connection to WiFi in the middle of a call, eliminating the need for employees to physically switch platforms if there is a network disruption. The VoIP systems also require less expensive maintenance and support. 

Included Features Enhance Productivity

Many VoIP systems also come with an auto attendant feature that serves as an assistant on calls, providing pre-recorded music or messages while callers wait on hold and helping transfer calls to individuals or departments. This feature can give customers the impression that an organization is larger than it is and provides customer support functionality that often is too expensive for smaller businesses to adopt.

Some VoIP systems also feature tracking systems that allow incoming calls to follow a handset no matter where it is located, either in an office or at a remote location. Some of these systems also allow managers to monitor employee location and program handset functionality remotely.

A key advantage of many VoIP systems is the ease of integration with existing communication systems, including email and calendar solutions. For example, a user can dial a contact directly from an Outlook entry and automatically record any calls made or received with contacts. Other features include integrations that help analyze customer data, such as call interactions, sentiment about marketing and product development, and customer service engagement.

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