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VOIP systems – Why you need them and tips to make the right choice

A solid communication system is a must for all businesses, regardless of the type and scale. If you’re in the process of setting up your business, you may have come across the term VOIP systems. But if you haven’t used or come across these systems before, it can be daunting to understand whether you need a VOIP system for your business and which one to opt for.

VOIP systems – Why you need them and tips to make the right choice
To help you through the process, here’s a comprehensive guide to understanding VOIP systems and how to choose the best one available in the market.

What is VOIP?
VOIP stands for Voice Over Internet Protocol, and it is a phone system that facilitates calls with the help of your broadband connection without the need for a regular phone line connection. Some VOIP systems let users place calls only within the same network, while other service providers let users make calls to any number.

How do VOIP systems work?
When using VOIP, a person’s voice is turned to a digital signal and transmitted over the Internet. The type of digital signal that the message is converted into depends on the phone to which the call is being made. If you make a call to a regular phone number, the signal is converted to a regular phone signal before it reaches the receiver. VOIP does not require any special phones to make the calls as they can be made through a conventional phone device, a VOIP exclusive phone, or even through a computer. Since VOIP works over the Internet, you can also use public Wi-Fi hotspots to place a call.

What equipment is needed for VOIP systems?
You need a high-speed broadband connection for a VOIP system, and you can ensure high internet speed through cable modem-based services or by opting for dedicated high-speed services of a DSL or local area network. This requirement is common across all brands of VOIP systems.

In contrast, the hardware requirements vary across VOIP systems. While some systems work exclusively on VOIP phones connected directly to the broadband connection, other VOIP systems work on traditional phones that need to connect to the VOIP adaptor. For systems that use a computer for enabling calls, the equipment requirements include software and a mic.

Why should businesses opt for VOIP systems?
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 are not charged for each call, so you only need to pay a fixed amount each month for the broadband services. Some providers may even offer free calling within their own networks or for other specific sets of operators. This makes VOIP systems ideal for businesses with multiple offices where employees need to place interbranch calls often.
    When it comes to the hardware and software requirements, several VOIP service providers offer the required hardware and software to ensure that their clients’ equipment is up to date for using the services.
  • Superior conferencing features
    Voice conferencing becomes much easier with VOIP systems as participants can share files in various formats while the calls are going on. This makes it easier to conduct presentations, and users are not charged any additional fees for using these features.
  • Global connectivity
    VOIP systems are greatly beneficial for businesses looking at saving real estate costs or functioning with all employees working remotely. VOIP lets employees communicate and use fax and data services through the intranet, even when they’re working from different locations. Plus, transferring VOIP connections is easier when employees change their office location or when you, as a business owner, change offices.
  • Bandwidth optimization
    Calls consume data even when the speakers are silent. That being said, VOIP systems make the best use of bandwidth by filling other data in place when there is silence in conversations.
  • Additional features
    VOIP systems come with a bundle of features apart from calling, including caller ID, virtual numbers, and voicemail facility. Some VOIP service providers may also offer voice-to-text transcription facilities. Since some services like fax and media transfer are allowed over VOIP connections, you don’t need to opt for separate services for these.
  • Network flexibility
    VOIP connections work on any standardized system and don’t have specific network requirements. A single network can work for multiple VOIP brands, and you don’t need to set up exclusive systems to use their services for your business.
  • Reliability
    In the case of broadband connectivity failure, you can choose to forward your VOIP calls to your mobile phone or any other device. The calls can also be forwarded to other devices in the event of a power failure or any other issue that may hinder power supply or broadband connectivity.
  • Easy installation and maintenance
    Installation is not a hassle with most VOIP systems as they work on plug-and-play ability. Using VOIP does not call for elaborate wiring requirements, and you can also take care of the maintenance by yourself. These systems rarely require professional maintenance services.
  • Scalability
    You can easily adapt your VOIP systems to growth in your business or office staff. When the number of employees increases, you can add new lines to your existing VOIP system. Also, you can easily eliminate the lines if you think you have more lines than needed. Not to mention, you pay only for what you use.

What are the factors to consider when switching to VOIP systems?
Whether you’re just setting up your business or have an established line of work and want to switch to VOIP systems for communication, here are some tips to keep in mind. These tips can help you ensure a smooth setup and easy migration for your employees:

  • Share information about the systems with your employees
    Communicate your plans of getting a new VOIP system to the leaders in your business, and equip them with enough information so that they can pass it on to the other employees. This information can help people who are unfamiliar with VOIP systems to get on the same page as others and ensure that minimal time is spent on user training.
  • Make the transition in phases
    You can make the transition to VOIP systems in a phased manner. If your business involves your employees making a considerable amount of calls, like telecalling, and has used traditional phone systems for a long time, switching to a new system may be overwhelming. To ease the process and ensure a smooth transition for your employees, you can start by setting up IP phones in shared areas of the office, like in the conference rooms.
  • Check for hardware compatibility
    Check whether your existing IT hardware is compatible with the VOIP system you’re choosing to set up, and also check whether the broadband connection is fast enough and has ample bandwidth to handle it. You can get an audit done for your broadband to check whether you need to upgrade to a better system. Additionally, ensure that a Power and Switching (PAS) system check is carried out on desktop deployments. A PAS system check is important to ensure that an existing device has the capability. Also, check whether the phones can be powered using standard power over the Internet and whether the IP phones have built-in LAN switches.
  • Consider adjustments for making emergency calls
    Remember that emergency calls to 911 cannot be made through VOIP systems, because voice servers just have the IP address of the VOIP call and zero information about where the phone may be located. You can tie up your business’s VOIP connections with analog phones for this purpose.
  • Choose the device for making VOIP calls
    You may want to look at the choice of devices available for making calls through VOIP systems. You can get a mix of soft-touch phones and conventional desktop phones for your employees based on their preferences. Tech-savvy professionals working from multiple locations within the office or from different office locations can benefit the most from soft-touch phones. These phones are also ideal choices for employees who work remotely.
  • Check for remote management
    Check out how remote management works with your IP PBX and whether this can work on the IP PBX or call server that you’re currently using for remotely controlling your VOIP systems. The functionalities to check for in this regard include managing, rebooting, and configuring your file/regular mail/print servers. Remember that IP PBX is compatible with multiple platforms, including Unix, Windows, and embedded Linux. Also, most types of servers can handle various remote management applications.
  • Bear the costs in mind
    Consider the costs of setting up the devices for calling with VOIP systems. Instead of opting for setting up new IP phones all through the office, you can consider getting low-cost analog phones in parts of offices where they are sufficient. Most businesses opt for analog gateways for seamless linking to fax connections and to ensure that they run smoothly.

What tips should you follow for choosing the best VOIP service provider?
Here are some pointers to keep in mind when browsing through the various VOIP systems available in the market and choosing the best one for you:

  • List your requirements
    Make an assessment of your requirements. This may be easy if you have an existing business, but the exercise can help you ensure that you opt for the right service provider if you’re setting up a new business. If you’re unsure of what features to look for in a VOIP system, make this list on the go as you look at various options and compare the features to help you decide. Once you’re aware of what all a VOIP system could potentially offer, you should create this list before proceeding.
  • Read the fine print
    Understand the terms before signing up for any VOIP service. Narrow down your choices based on your business’s budget for communication infrastructure. Verify that any free add-on features are actually free and do not require additional setup on your end. You will need a high-speed broadband connection as VOIP service providers do not offer that, so add that monthly or annual cost to the total expenses. You may also have to bear the installation, cancellation, and renewal costs, so ensure that you take these into account before signing up for a provider’s services.
  • Ensure seamless integration
    Check how well the VOIP system you intend to buy integrates with any of your existing systems or infrastructure. You may need to sync your VOIP system with the CRM and cloud-based support systems.
  • Check the security policies
    Since VOIP runs on the Internet, you must consider the security aspects. Look for service providers who offer end-to-end encryption as a minimum security requirement, and you can also look for additional security features like secure data access and multi-factor authentication.

VOIP is an excellent choice to meet your business’s communication requirements, irrespective of the scale of your firm. These are the basic things you need to know about VOIP systems if you’re planning to get a system for your business. You can get in touch with service providers and ask them to share information about the company and the features of their VOIP system.

Also, explore multiple options and take your time to make a decision. Most companies have dedicated sales teams who go the extra mile to help users understand the features of the system they have to offer, but you must never opt for the first option you come across. You can also choose multiple VOIP systems within your organization.

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