VOIP Systems – Why You Need Them and Tips for Making the Right Choice

A reliable communication system is a must for all companies, regardless of their type and scope. If you are starting a business, you may have come across the term "VOIP system". But if you have never used or experienced these systems before, it can be daunting to figure out whether your business needs a VOIP system and which one you should choose.

To help you out, here is a comprehensive guide to understanding VOIP systems and choosing the best one on the market.

What is Internet Telephony?

VOIP stands for Voice over Internet Protocol and is a phone system that uses a broadband connection to make calls without the need for a regular phone line.

Some VOIP systems only allow users to make calls within the same network, while other service providers allow users to call any number.

How does a VOIP system work?

When using VOIP, the human voice is converted into a digital signal and transmitted over the internet. The type of digital signal the message is converted into depends on the phone to which the call is directed. When you dial a regular phone number, the signal is converted into a regular phone signal before reaching the receiver. VOIP does not require a special phone and calls can be made using a traditional phone, a dedicated VOIP phone, or even a computer. Since VOIP works over the internet, you can also use public Wi-Fi hotspots to make calls.

What equipment do I need for a VOIP system?

For a VOIP system, you need a high-speed broadband connection, and you can ensure high internet speeds through cable modem-based services or by choosing a dedicated high-speed service for DSL or a local network. This requirement applies to all brands of VOIP systems.

In contrast, the hardware requirements for VOIP systems vary. While some systems work specifically with VOIP phones that connect directly to a broadband connection, other VOIP systems work with traditional phones that must be connected to a VOIP adapter.

For systems that use a computer to make calls, equipment requirements include software and a microphone.

Why should businesses choose a VoIP system?

VOIP systems offer a wide array of benefits as a communication tool for businesses, and the following are a few of these:

Reduced costs:

VoIP users don't have to pay for each call, so you only pay a flat monthly fee for broadband service. Some providers even offer free calling within their own network or to certain other carrier groups. This makes VoIP systems ideal for businesses with multiple offices, where employees often need to make calls between offices.

When it comes to hardware and software requirements, some VoIP service providers offer the necessary hardware and software to ensure that their customers' devices are up-to-date to use the service.

Superior Conferencing Features:

With VoIP systems, voice conferencing becomes easier because participants can share files in various formats during calls. This makes it easier to conduct presentations, and users do not have to pay extra fees to use these features.

Global Connectivity:

VOIP systems are very useful for companies that want to save on real estate costs or have all employees work remotely. With VOIP, employees can communicate through the intranet and use fax and data services even when working from different locations. In addition, it is easier to transfer VOIP connections when employees change office locations or you as a business owner change offices.

Bandwidth Optimization:

Calls consume data traffic even when the speaker is muted. However, VOIP systems make full use of bandwidth by inserting additional data when the conversation is silent.

Additional Features:

Besides calling, VOIP systems offer a range of features, including caller ID, virtual numbers, and voicemail capabilities. Some VOIP service providers may also offer speech-to-text transcription capabilities. Since some services, such as fax and media transfer, are allowed to be conducted over a VOIP connection, you don't need to choose a separate service for this.

Network Flexibility:

VOIP connections work with any standardized system, and there are no specific network requirements. One network can work with multiple VOIP brands, and you don't need to set up a dedicated system to use their services for your business.

Reliability:

If the broadband connection fails, you can forward VOIP calls to your mobile or other devices. Calls can also be routed to other devices in the event of a power outage or other issues that may affect the power or broadband connection.

Easy Installation and Maintenance:

For most VOIP systems, installation is not a problem because they are plug-and-play. Using VOIP does not require complex wiring, and you can also do the maintenance yourself. These systems rarely require professional maintenance services.

Scalability:

You can easily expand your VOIP system as your business or office staff grows. You can add new lines to the existing VOIP system as the number of employees increases. Also, if you think that there are more lines than necessary, you can easily remove the lines. Not to mention, you only pay for what you use.

What factors should you consider when switching to a VOIP system?

Whether you are just starting a business or you have an established business and want to switch to a VOIP system for communications, here are some tips to keep in mind. These tips can help you ensure a smooth setup and an easy migration for your employees:

Share information about the system with your employees:

Communicate your plans for a new VOIP system with company leadership and provide them with enough information so that they can pass it on to other employees. This information can help those who are not familiar with VOIP systems become familiar and ensure that minimal time is spent on user training.

Conversion in phases:

You can switch to a VOIP system in phases. If your employees make a lot of calls within your company, such as if you have been using a traditional phone system for a long time, switching to a new system can be overwhelming. To streamline the process and ensure a smooth transition for your employees, you can first install IP phones in shared areas of the office, such as: B. In conference rooms.

Check hardware compatibility:

Check if your existing IT hardware is compatible with the VOIP system you want to set up and check if the broadband connection is fast enough and has enough bandwidth to handle it. You can test your broadband to see if you need to upgrade to a better system. Also make sure to perform a Power and Switch (PAS) system check on your desktop deployment. A PAS system check is important to ensure that the existing equipment has the required performance. Also check if the phone can run on a standard power source over the Internet and if the IP phone has an integrated LAN switch.

Consider adjustments for emergency calls:

Remember that emergency 911 calls cannot be made through a VoIP system because the voice server only has the IP address of the VoIP call and no information about where the phone is located. To do this, you can link your company's VoIP connection to an analog phone.

Choose equipment for VoIP calls:

Look at the selection of equipment available for making calls through a VoIP system. You can offer your employees a combination of soft touch phones and traditional desk phones, depending on their preferences. Tech-savvy professionals who work in multiple office locations or in different office locations can benefit the most from soft touch phones. These phones are also ideal for employees who work from home.

Check if it can be managed remotely:

Check how remote management works with your IP PBX and if this applies to the IP PBX or call server you currently use to remotely control your VoIP system. The features you should check in this regard include managing, restarting, and configuring your file/regular email/print servers. Remember that IP PBXs are compatible with a wide range of platforms, including Unix, Windows, and embedded Linux. Also, most types of servers can handle a variety of remote management applications.

Consider the cost:

Consider the cost of setting up the equipment to make calls using the VoIP system. Instead of opting to install new IP phones throughout the office, you can consider buying cheap analog phones that are in enough places in the office. Most businesses choose analog gateways to seamlessly connect to fax connections and ensure smooth operations.

What are some tips to keep in mind when choosing the best VoIP service provider?

As you browse the different VoIP systems on the market and choose the one that best suits you, keep the following in mind:

List your requirements:

Assess your requirements. This may be easy if you already own a business, but this exercise can help you ensure that you choose the right service provider when starting a new business. If you are unsure what features to look for in a VoIP system, make this list as you review different options and compare features to help you make a decision. Once you have an idea of what a VoIP system can offer, make this list before you proceed.

Read the fine print:

Understand the terms and conditions before signing up for a VoIP service. Narrow down your choices based on your company's budget for communications infrastructure. Check that all free extras are actually free and do not require any additional setup on your part. You will need a high-speed broadband connection as VoIP service providers do not offer it. So add these monthly or yearly costs to the total cost. You may also need to incur installation, termination, and renewal fees. So consider these before signing up for any provider's services.

Ensure seamless integration:

Check how well the VoIP system you are looking to purchase integrates with your existing systems or infrastructure. You may need to sync your VoIP system with your CRM and cloud-based support systems.

Check security guidelines:

Since VoIP runs on the Internet, you need to consider security aspects. Look for a service provider that offers end-to-end encryption as a minimum security requirement, and you can also look for other security features such as secure data access and multi-factor authentication.

In conclusion, regardless of the size of your business, VoIP systems present an excellent solution for your communication needs. Before making a purchase, it's crucial to understand the fundamental aspects of these systems. Take the time to contact various service providers to gather information about their offerings and the features of their VoIP systems.

Exploring multiple options will not only provide you with a broader perspective but also ensure that you make an informed decision. Most companies have dedicated sales teams eager to assist you and explain the features of their systems in detail. Remember, choosing a VoIP provider is an important decision—don't rush into it with the first option that comes to mind. By carefully evaluating your choices, you can select the best VoIP solution that meets the unique needs of your business.