VOIP Phone System for Small Businesses

VOIP phone system uses transmission lines, known as IP telephones, which allow internet traffic to be addressed by data packets (hence – VOIP). This allows voice and data communication to be freely passed between systems and to be recorded and sent back at a later time.

Most businesses and homes use VOIP systems as these services offer plenty of convenience and are much more cost effective than traditional telephone and long-distance services. It also allows a much larger company to take advantage of the many features offered.

VOIP Phone System

Voice over internet protocol (VOIP) is a type of technology that enables telephone calls to be made over an internet connection. The system works like this: the user logs onto the internet and enters their credit card details. The system then searches for available numbers from a directory of listed telephone companies.

The user then types in the telephone number and presses send. At this point, a code is sent through the telephone to the receiver, and the call is made. This process is fairly simple and is often used for business and residential customers alike, but what’s behind the scenes?

WHAT IS A VOIP PHONE SYSTEM?

A VoIP Phone system is a portable device that makes use of the internet rather than a series of direct connect copper lines to deliver telephone service to your house. VoIP telephone systems offer increased connectivity, portability, interoperability and mobility with traditional telephone systems. This is possible since VoIP or Voice over Internet Protocol can be used anywhere, anytime, by anyone who has an internet connection. You will never miss a call even when you are on the go and just need to check your email or chat with a friend.

There are many options available in the market for VoIP phones. Some phones are preloaded with free software while some are provided with a monthly service fee. Some people prefer soft keys to control their phones while some go for hard key controls. Soft keys are used to control the volume and this feature can be easily configured using the microphone installed in the phone. With VoIP phones, one can even control the language used to access the telephone system.

FEATURES OF A VOIP PHONE SYSTEM

A VOIP phone system can be used for any type and size business. There is no specific business that needs to use this service only. Even if your business consists of just one or two employees, you can benefit from this new technology. There are many features available with this newer phone system and you will need to explore all of them if you want to get the most benefits. Some of the major benefits include:

HIGHER PERFORMANCE

One of the best things about this phone system is its increased performance. As compared to a traditional phone system, VOIP offers higher quality. This means that all of your phone calls are crystal clear and there is no static. With a traditional phone system, your conversations may run in the background once they find a compatible phone number. VOIP eliminates this problem altogether.

GREATER ACCESSIBILITY

VOIP can be used just about anywhere there is a computer. If you have a VOIP enabled phone, you can take it with you virtually anywhere. In addition, the majority of small businesses already have VOIP enabled phones because they are more affordable than traditional long-distance services. This allows smaller businesses to take advantage of this technology without too much financial risk. This can be especially helpful for businesses with atypical phone usage, like those who work from home or out of the office.

CONVENIENCE

VOIP phone system allows you to make and receive phone calls anywhere, anytime. You do not have to be at the office. If you are traveling out of town temporarily, you can still place a call and your callers will never know the difference. You can even use VOIP to place or receive multiple calls at the same time, which is useful for telecommuting and seasonal employees. This allows your employees to still make the most of their work, but you never have to worry about missing a phone call.

FLEXIBILITY

This is one of the primary reasons that many people choose VOIP over traditional phone systems. It is the fact that this type of telephone system allows you to customize it to fit your needs. A dedicated business VOIP phone system can integrate with your existing phone system, so that all of your communication functions can be integrated into one. This makes it far easier for you to operate a growing business. You can adjust features as needed, and this makes your job as the business owner considerably easier.

INTEGRATION WITH A LARGE NUMBER OF DIFFERENT SERVICES

This includes IMs, chat, and video conferencing among others. An individual can select the features that he or she would like to include in his or her VOIP phone system and then configure how those features work together in the background. For example, an individual who wanted to connect his or her VOIP phone system to his or her Twitter account could do so simply by selecting a few points on the screen that contains the Twitter logo.

WORKS WITH ANY TYPE OF PHONE CONNECTION

It does not matter whether the phone is a landline or a cell phone because it works just as well with them as it does with a computer. As long as it offers a good quality of sound and the connection has speed and reliability, an individual can place a call from virtually anywhere. This makes it very convenient for people who spend a lot of their time away from home. A VOIP phone allows an individual to place a call to any part of the world without having to travel a single step. This is especially convenient if an individual has business contacts or customers residing in foreign countries.

MULTIPLE LINES CONNECTED TO ONE VOIP ACCOUNT

If an individual wishes to make a telephone call to more than one person at a time they can do so quite easily. They simply add more numbers to their account and the process becomes even easier. In addition, there is no need for them to buy new hardware in order to accomplish this task because it can all be done with the same VOIP phone system.

SPEED DAILING

Another great feature that a lot of companies are introducing into their VoIP phones. Speed dial allows a user to dial multiple numbers at once just by pressing a single button. This is perfect for businesses who want to give out their services like call centers or customer care centers to as many people as possible. Some VOIP phones service providers have a feature that allows users to add up to 100 numbers through a program.

UNLIMITED CALLS AND TEXT MESSAGES

Some VOIP phones also allow users to make unlimited calls and send unlimited text messages to their phones. This is perfect for businesses that send out bulk messages or coupons to customers or clients on a regular basis. Speed dial also allows users to set a specific time for when they want to receive their messages. Businesses that provide voip business phone service will have all these features built-in to their phones.

The benefits of VOIP to small business owners are numerous. For example, you will be able to save money by eliminating two types of bills: your business phone bill and your individual phone bill. Your VOIP phone system can handle as many calls as your business phone line can handle, which saves you money on both. You can also receive or make calls from anywhere at any time, which makes VOIP an excellent choice for home or work. If you are looking to save money while also making large savings in the long run, consider VOIP for your small business.

5 TOP VOIP PHONE SYSTEM FOR SMALL BUSINESS

RINGCENTRAL

RingCentral VoIP Phone system is based on the technology that is used in high-speed wireless broadband networks. This technology allows consumers to place and receive calls directly from their computers and laptops, even if the computers are located thousands of miles away. As an alternative to the traditional phone system, consumers will use their personal computers to make phone calls instead of using a telephone company’s phone machine. The benefits of using RingCentral VoIP phone systems to connect to the Internet and other networks is that consumers can make local, long distance, and international calls at the same rates as their regular phone charges. This type of communication can significantly reduce operating costs for businesses.

In addition to reducing overall costs, RingCentral VoIP phone systems are also beneficial because they provide a unique voice experience to users. The Voice over Internet Protocol technology allows users to talk through their computers just like they would speak to someone in person. Unlike traditional phone systems, the VoIP calling experience allows the user to have more freedom and options when it comes to the sound of the voice. For example, many people can speak through their computers but find the soft voices that come out of their computers as annoying. When talking to someone through a phone line, the person on the other end of the call can hear every nuance in the sentence which makes it difficult to understand.

FEATURES OF RINGCENTRAL

  • Unlimited Video & audio calling
  • Its a cloud-based phone system
  • Enables toll-free and local calls
  • Automatic call recording
  • Unlimited outbound and inbound calls

VOICESHOT

If you are looking for a great VOIP phone system to make your business more profitable, then check out Voiceshot VOIP. This VoIP phone system offers a high-quality business phone system and also comes with unlimited long distance calls for a one time fee. There is no contract necessary to use this service. The system has a low cost per minute and even allows you the option of making free local calls as well as international calls for a small additional cost. In fact, you can even get a package with a free VOIP call that allows you to make unlimited calls within the country or even overseas.

One of the best features of Voiceshot VOIP is its reliability. The phone system can work in conjunction with your existing phone lines and also can be placed on a notebook which is attached to your computer. You do not need to have a high-speed internet connection. You can be able to use the VOIP system while you are on the road and still receive excellent reception. If you are in an RV or even if you are on a sailboat, these VOIP phone systems are perfect for you.

FEATURES OF VOICESHOT

  • Auto-call attendant to answer call
  • Instant call forwarding
  • Toll-free numbers
  • Call ID activated
  • Allows for call transfer

NETIVA

For the past two decades Netiva VOIP phone system has been a mainstay product in the VOIP phone market. It has a wide range of features which have helped it gain its popularity as an alternative communication tool. The VOIP technology has made it possible to communicate with people around the world and this is possible because both sides need nothing more than an Internet connection for the call to take place. Netiva VOIP phone system comes with a large variety of packages, which can suit individual needs and budget plans.

FEATURES OF NETIVA

  • Toll-free conference call
  • Speed dials
  • Call waiting & call transfer
  • Call transfer
  • Conference calling

VONAGE

This is a service provided by Vonage, which offers many features and options that you may not find in any other telephone system. However, it is more than just a telephone; it is also a phone service and internet access package that will allow users to have all these features and so much more for one affordable rate. The company that offers Vonage VOIP services will work with you to determine what your needs are before compiling a plan for you. You can use this information to compare plans and choose the one that best meets your needs and your budget.

FEATURES OF VONAGE

  • Unlimited long calls
  • Caller ID
  • Voicemail enabled
  • Auto dialer
  • Internet protocol connection

PHONE.COM

Phone.com is the modern, work-from-anywhere solution for today’s agile, mobile, and always-on entrepreneurs and growing businesses.

FEATURES OF PHONE.COM

  • Text messaging enabled
  • Call forwarding
  • Call waiting service
  • Voicemail

HOW MUCH DOES A VOIP PHONE SYSTEM COST FOR A SMALL BUSINESS?

Many people know about the benefits of VOIP technology, such as high-speed Internet access and reduced costs. But they don’t understand how much it costs for small business VOIP services. In particular, they are unaware of the hidden expenses and costs, such as the installation fees, equipment rental and service charges, which can make a huge dent in your profits. These expenses should be carefully assessed when planning your budget for VOIP services.

When your business increases to a significant size, it is often necessary to upgrade your existing equipment to a VOIP (Voice over Internet Protocol) phone system. This helps you reduce the expenses related to long distance phone calls. But if you decide to go in for such a system without proper planning, you may end up spending more than you initially planned on it. The following tips will help you plan your expenses in a manner that you get the best bang from your buck.

You have to determine your minimum and maximum call volumes to assess your needs. If you are just starting out with these services, then you may not need the highest quality services. However, if you are expanding your business, you should look for the best services available at reasonable prices. You can easily do this by going through the various offers from different vendors and service providers.

Find out how much you will have to pay monthly in connection to your phone system and its installation. Check whether you would have to bear maintenance expenses and charges, which are quite common these days. It is not possible to cut down these costs completely, but you can certainly try to bring down the minimum daily charge to free up some cash.

If you have a small workplace, opt for a local call option. This will help you save money and also improve your customer relationship. In case you are based in the city, consider the long distance call option. This will help you cut costs even more. Do not forget to inquire about the additional fees and taxes applicable in your location. These extra expenses will undoubtedly take your bottom line down.

A sound phone system with all the desired bells and whistles is mandatory for a small business. However, there are certain things that can be done to reduce costs. For instance, you can use your existing wiring to connect your new phone system. If you want to know more about fiber-optic cabling, the staff of your small business should be able to give you a proper detailed information.

Ask your vendor for a breakdown of the price of their services and the rate of increase over the past few months. You should also know the exact rates charged for international calls. Check if the quoted rates include free VOIP services. Most of the reputed service providers quote standard rates that do not include the extra services and add on charges.

Make sure you get an elaborate billing plan in place before you sign the deal. If you run out of money before the end of the month, you may find it difficult to pay all the bills. It is better to be aware of the minimum monthly requirements before you start a small business. If you can meet these requirements, you will save on the cost of a VOIP phone system for small business.

Do not select a vendor just because they are cheap. A lot of companies provide good services but are much more expensive than the rest. It is better to go with a reliable company that has a proven track record. A well established VOIP phone system provider would also be able to offer various packages depending upon your requirements.

Some of these service providers even give you the facility of free calls. This means you do not need to make any long-distance calls to make a local call. Several free calling hours are provided to small business owners. The low price charged by these service providers makes it more economical for you.

You can check out different packages and deals offered by different companies online. It is advisable to select a provider who offers you services at the lowest rate. Check out all the basic facilities provided by the phone system before you decide on the package that you want to opt for. In this way, you would be able to make the most of your investment and save a lot on making long distance calls.

HOW TO SET UP A VOIP PHONE SYSTEM FOR SMALL BUSINESS

For those of you who are contemplating a VOIP phone system for your small business, you should know that there is no magic way to do it. You will have to follow the plan that was already set up for your business. If you have a business that is based in the rural area and it doesn’t matter whether you sell products or services, then you can set it up so that all calls are made over the internet protocol. This is called an internet-to-net phone system, or IP phone system. However, if your business is located in the city, it is better to use the local phone system.

Follow the two steps bellow to set a VOIP phone system for your small business;

GET AN IP PHONE

 An IP phone is just like any other normal phone; however, it doesn’t use the internet protocol for sound transmission. Instead, it transmits voice over the internet protocol (IP), which is much faster than regular phone calls. There are many IP phones available in the market today at an affordable price.

GET YOUR EMPLOYEES TO USE THEIR COMPUTERS TO MAKE CALLS

After you have bought your IP phone system and set it up, the next step is to ask your employees to use their computers for making phone calls. Make sure that they know how to connect their computer to the VOIP phone system and configure the settings accordingly. It would be best if you have a dedicated IP phone set up for each employee. You should also have their unit configured with the same IP address as your VOIP phone system. Setting up a VOIP phone system for small business can take some time and effort, but it is definitely worth the investment. With high-speed internet connection, your company can conduct all its internal communication in real time, saving you both time and money.

Read also: Video conferencing software

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