If you’re deciding whether to switch to new communication tools for your business, you may be interested in finding out more about the many benefits of VoIP telephone systems.

Businesses that are looking for cost effective and reliable modern telecom systems are increasingly turning to VoIP phone systems. That’s because of the many benefits compared with traditional phone line systems or expensive PBX systems. 

These benefits include reduced costs, portability and mobility, enhanced phone features, scalability, security and enhanced productivity. 

Below we look at what VoIP phone systems are all about, and take a deeper look at 7 of the top advantages of having a VoIP business phone solution.

An introduction to VoIP phone systems

Many people question “what is a VoIP phone system and how does it work”? 

VoIP phone systems are a modern alternative to traditional fixed line phone systems, which use internet protocol to send and receive digital data electronically. That means that if you want to use VoIP phones, you’ll need to ensure you have access to the internet. 

These cloud based VoIP phone systems use your business internet to make calls, rather than traditional copper wire fixed lines. That means you don’t need any fixed lines or a big and costly installation process to get started with using VoIP. But you can use your existing PBX system and convert it to a VoIP system using SIP trunking, which means you may not have to spend anything on new hardware to make the switch.

7 benefits of VoIP phone systems

There are a large number of benefits and advantages to having a VoIP phone system for your office. 

Below we’ve summarized 7 of the top benefits, which include reduced costs, the ability to have a mobile and remote workforce, a wide range of advanced VoIP phone features, the ability to scale your business quickly and easily while remaining lean and agile, enhanced security and the advantage of boosting productivity. 

1. Lower calling rates and fewer monthly costs

Because VoIP phones use the internet to make calls, this lowers the cost of communicating - particularly over long distances. 

Using a VoIP phone means you can call domestically and internationally or long-distance at a much lower call rate, as you’re only being charged for the internet connection fee. Some companies even offer unlimited calling for a monthly fee. This can help small businesses to save close to half their monthly phone costs.

And in addition to saving costs on monthly call rates when compared with traditional phone services, VoIP phone services also help businesses to save on the costs of hardware and support that is often required with traditional systems.

2. Enables a more mobile workforce

VoIP phone systems enable a mobile workforce, which is well suited to companies where staff are located remotely, or need to travel a lot. Traditionally, phones were location-dependent, but VoIP lets people use phones wherever they go. And what’s more, if you change business address, you can keep the same number - which takes the hassle out of having to transfer your number as was the case with traditional phone systems. 

3. Enhanced features

One of the biggest advantages of VoIP phones is their ability to integrate with your other communication tools and systems, and the many features that are available which help to maximize efficiency and productivity.

For example, you can have your VoIP phone send you an email transcription of any voicemails you received, you can easily enable call forwarding options, you can use your VoIP phone from any mobile device (e.g. a mobile phone) and you can join in on video conference calls. 

You can even create regional numbers to make it appear that your business has local offices in certain areas, and you could set up an automated answering service to redirect calls to the right department. 

Having access to all these features helps businesses to boost their productivity which can have effects on the bottom line and customer satisfaction.

4. Scalability

The ability of any business to scale up or down as needed, helps organizations to remain agile and lean, only spending costs on the services they actually need and use. 

By switching to a VoIP system, businesses are able to quickly and easily scale their operations as their business grows or shrinks. This helps with cash flow and budgeting and is a useful tool for small businesses to enable them to grow incrementally without a huge capital outlay upfront. 

5. Enhanced security

Just as using the internet or any mobile device has risks from a cybersecurity perspective, so too do VoIP phones. 

That’s why it’s important to use a reliable service provider that uses the latest security measures like multi-factor authentication, encryption and even advanced security measures like biometrics. 

In addition, it’s a good idea to give your staff regular cybersecurity training which extends to VoIP phones too, and to ensure internal IT security monitoring - whether you do this using in-house IT staff or an outsourced managed IT service provider like NB Technology.

6. Boosts productivity

The difference between a traditional landline phone and a VoIP phone is like chalk and cheese. There are so many advanced features and integrations that make VoIP phones highly sought after by businesses wanting to optimize efficiency and productivity. 

For example, VoIP phones allow you to conduct business video conference meetings, can integrate seamlessly with your CRM, and they can even recognize people’s voices so you know instantly who’s calling. 

7. Improved sound quality

It can be highly distracting to have a conversation on a line that has bad sound quality, drops, or lags intermittently. If your phone is in an area that doesn’t have great coverage, you may not be able to communicate seamlessly. 

But with VoIP phones, as long as your internet connection is good - you should have great quality calls. This can help your business to communicate more effectively and efficiently and to build a reputation of being a business with great communication standards.

How to decide if a VoIP phone system is suitable for your business

If you’re wondering whether to switch to a VoIP phone system, it’s good to start off by looking at the pros and cons of VoIP and then comparing them to a traditional phone system. 

If you’ve decided on VoIP then your next step will involve finding a suitable VoIP service provider that offers the features and costs that you’re looking for. How to choose a VoIP phone system for your business can be a complex process. The vendor selection process can also be daunting, especially if you don’t have experience in this or the technological knowledge to compare different vendors properly. 

That’s where having advice from a knowledgeable and experienced company like NB Technology can help you navigate finding the best provider for your needs. At NB Technology we can also help make the process of choosing and implementing a VoIP system much simpler - guiding you through the process and making sure it all works as it should.

We work with a range of VoIP providers and can manage the entire process including the installation and testing of the system. 

Contact us at (704) 644-1220 for a no obligation consultation to discuss your VoIP needs and any inquiries you may have.