The ways in which we communicate are changing, thanks to modern technology. One of the biggest examples of this in the average office is the move away from traditional phone lines in favor of voice over internet protocol, or VoIP technology. VoIP brings many benefits, but many businesses are still on the fence in terms of whether or not to adopt it in their workspaces. This guide will explore the value of VoIP and help you decide whether or not it’s needed in your office.
What Is VoIP? The Basics
First, let’s cover what exactly VoIP is, so we have a clear definition before moving on to its uses and benefits.
VoIP, as stated, stands for voice over internet protocol. What that means in simple terms is that it uses internet technology for voice communications, rather than relying on phone lines. It may seem unfamiliar or complex at first, but there are many popular VoIP platforms that you may have already used either at work or in your personal life, such as Zoom, Skype, and WhatsApp.
The VoIP market has exploded in value and size in recent years, particularly in the period during and after the COVID-19 pandemic. A large number of businesses have invested in it, with many completely replacing their old phone systems with new VoIP software and hardware solutions like VoIP-enabled headsets.
The Advantages of This Technology
There are many benefits of VoIP, such as:
- Cost: Arguably the biggest benefit of VoIP over traditional phone lines is its cost-effectiveness. You can make lengthy, long-distance VoIP calls without having to pay high tariffs, and it’s even possible to make completely free VoIP calls from one computer to another.
- Accessibility: VoIP is remarkably easy to work with and simple to set up, even for remote workers. They just have to have the relevant VoIP app or software on their devices and they can make work calls any time, any place.
- Reliability: As long as the internet connections of the caller and recipient are reasonably speedy and stable, VoIP calls tend to be crystal clear and of high quality (depending on the quality of your internet connection), with minimal risk of random cuts or connection problems.
- Scalability: If you want to scale a phone system, that can involve significant expense and work to set up new phone lines. Scaling a VoIP system, however, is much easier and usually takes little more than a few quick clicks or a call to your VoIP provider.
- Advanced Features: VoIP systems often present users with more advanced features and utility than classic phones. You can, for example, share files over VoIP platforms, host virtual meetings, or even collaborate on a project while in a shared voice chat space.
Despite these many advantages, it’s important to note that VoIP is not perfect or without its flaws. Detractors of the technology have highlighted its cybersecurity risks, for example, and VoIP is reliant on internet connections – slow or spotty connections can cause poor performance when making and receiving calls. However, all in all, the benefits largely outweigh any potential downsides.
Does Your Business Need VoIP?
Given the many advantages that VoIP brings to the table, it may seem like a no-brainer to invest in it. Yet many business owners are hesitant to do so, as the idea of switching away from traditional phone lines can feel intimidating or challenging.
With that in mind, let’s look at some example situations when a business should logically consider the switch to VoIP:
Business That Make a Large Number of Calls, Especially International Ones
It’s an increasingly connected world, a world in which more and more business occurs internationally, rather than domestically. Many companies now have suppliers or partners in different countries or sell their products and services in many markets across the globe.
Such businesses often have to make many long-distance calls, and the cost of those calls quickly adds up. A huge benefit of switching over to VoIP is that the cost of long-distance VoIP calls is typically no different than the cost of calling someone in the next room. The quality and reliability levels also tend to be much higher than with classic phones.
Businesses With Remote Workers
One of the reasons why close to a third of all companies now use VoIP is because more and more businesses now have remote teams or employees working from home. Those workers don’t have access to their usual desk phones, but may still need to make business calls.
VoIP solves that problem. It allows remote workers to enjoy the freedoms and benefits of operating remotely, without the usual restrictions that might apply in such a setting. They can log onto their company’s VoIP platform of choice to easily and securely connect with colleagues, managers, clients, and more.
Businesses Experiencing Growth and Looking to Future-Proof Themselves
Growth is always a goal for the majority of business owners. However, as a business grows, so, too, do its needs. Bigger businesses typically need more phone lines. Adding new lines is a costly and time-consuming procedure, and the bigger a phone system gets, the more expensive it becomes. There are also risks with bigger phone systems of malfunctions and downtime issues.
VoIP systems are largely more secure, more reliable, and much easier and cheaper to set up and scale up as your business grows. Adding new lines is remarkably simple and VoIP platforms are almost infinitely scalable to support any rate of growth.
Businesses That Suffer From Recurring Phone Issues or Poor Call Quality
Lastly, it’s certainly worth considering an investment in VoIP tech if your business has had to deal with recurring phone line issues. That might include:
- Phones breaking down
- Signal issues or connection cuts
- Choppy or low-quality audio
- Echoing or latency during calls
VoIP systems aren’t flawless – if your internet system goes down, VoIP goes down – but they generally don’t present too many problems for their users. They’re convenient and easy to work with, and most issues are quick to fix.
Improve Your Business Communications Today
VoIP could be the game-changing technology your business needs to move to the next level of communications. It can save you money, make your workers’ lives much easier, and do much more besides. So, if you feel ready to make the transition, or wish to learn more about how VoIP might benefit your Tulsa business, JD Young can help. Contact us today to get started.