A Complete User Guide on VoIP Phone Systems

Today is the age of e-mail, live chat, messaging, etc. through which every individual communicates with his/her friend or relatives, and businesses communicate with their clients and customers. However, despite these facilities, all of them need a reliable phone system. Traditional phone systems are very costly, which is unfortunate; businesses can’t afford to own such phone systems. Thus, the majority of the businesses are switching to Voice over Internet Protocol (VoIP) technology as an alternative to traditional phone systems.  

What is Voice over Internet Protocol (VoIP), and How is it Different?  

VoIP phone systems for small business is a technology where voice is used as data or audio is used as data over the internet to either a computer user or landline telephone. With VoIP telephone systems, you would have the option to make call straightforwardly from a PC, a VoIP telephone, or some other data-driven gadgets. If said in simple words, VoIP is a telephone system that is delivered over the internet. VoIP is also known with other names like IP telephony, broadband telephony, or broadband phone service.  

How VoIP Phone Systems work?     

VoIP is an innovation that empowers standard telephony services to work over PC systems using packet-switched protocols. Parcel-switched VoIP puts voice signals into bundles, like an electronic envelope. VoIP packets can be transmitted over any VoIP-compatible network, for instance, a local area network (LAN).  

Equipment’s with which VoIP Phone System can work  

There are three equipment through which you can set up your business VoIP solutions; it’s either through a landline phone, computer, or smartphone.  

1. Using a landline phone – To connect with your landline phone, you will require a special adapter with which you will be able to make VoIP calls using a regular old landline phone.  
2. Using a computer – There are numerous programs that will let you make voice calls; you just have to install them on your computer, for example, Google Talk, Skype and Apple FaceTime, etc.   Skype can be used to even make calls to a landline number. If someone has downloaded apps, then calling them is free, but calling to a phone number will usually cost some money.   
3. Using a smartphone – Smartphones can be used to make voice calls with certain apps that are downloaded.   

Advantages of VoIP for small business 

Nowadays, VoIP has become very popular and is valued high due to various reasons like great quality, low cost, and sometimes even free, and has incredible features. VoIP phone systems are a viable solution for business needs as well. By using VoIP phone systems, it is possible to make long-distance calls either for free or for just a few bucks compared to traditional phone services. 

VoIP phone systems are a very useful way of making calls. A VoIP phone system for small business is very cheaper compared to normal phone lines because you just have to pay for phone calls depending on the geographic distance you are calling and the time you are spending on the call. 

A VoIP phone system can benefit a small business in numerous ways. Some of the benefits of using VoIP phone systems are low cost, mobility, versatility, and increased productivity.  

1. Low Cost: This is one of the biggest benefits of using VoIP phone systems. A business owner can save a lot of money with this advanced technology. The best VOIP for small business uses a broadband internet connection rather than dedicated telephone lines; this will not only save your money from paying it to your telephone company but will also stop you from doing the wiring for two different systems in your office.  
2. Tons of features at no extra cost: Although your telephone service provider will offer you most features by IP phone systems, as you pay for the service by service you may not know that with VoIP, you will have to pay a monthly service fee and you get most features like call waiting, caller ID, call forwarding, voicemail, etc. for no extra cost.  
3. Best call quality: VoIP systems for small business has come out of its infancy and is now an established service. It is just about as reliable as analog telephone services, with much better sound quality. Because in VoIP analog signals are converted into digital ones, you get faster and clean transmission of the signals, which means better sound quality for you – even for long-distance or overseas calls.  
4. Mobility: VoIP phone systems let you make and receive calls from any place where there’s an internet facility. The majority of the VoIP systems come with a mobile app, so you can even use your cell phone as a desk phone. All the calls that come to your desk phone will also come to your cell phone at the same time.     
5. Versatility: Using landline phones, you can only make calls, but with VoIP phone systems or business VoIP solutions, you can do many more things. You don’t only have to stick to your handsets and cords but can also hands-free with a laptop, headset, and mouthpiece or simply utilize your wireless cell-phone.    

VoIP systems can carry your data like text and video, can be used for teleconferencing purposes, and also for getting faxes and voice mails directly to your e-mail.  

Improved Productivity: Your business productivity gets increased when you do multitasks uninterrupted. This is only possible when you fully use the resources for other important business engagements, which otherwise you would have allocated to conventional phone bills.  VoIP phone technology has enhanced business communication, leading to increased productivity.    

Tips for Buying VoIP Phone Systems  

It is due to flexibility and scalability that any growing company is today looking to buy a new phone system. However, they need to consider a VoIP solution over any other type of phone.  

Entrepreneurs who are all looking for the best VoIP phones for small business from a supplier must lookout for three things; these crucial points will remove the headache or financial burden of choosing the wrong supplier.  

1. Get References – As a business owner with any other purchase for your business, you must get references from other companies before making your final decision. This is a great opportunity for you to find out what kind of experience another business had with their VoIP solution.  
   
2. Demonstration – Ask them for a live demonstration of the VoIP phone system as it will help you determine its ease of use and capabilities. This will also help you decide the features your staff will need to get from the system. Many telecom solutions offer onsite demonstrations of all their systems. It’s a distinct advantage of having the demonstration in the comfort of your own office because you can invite heads of departments into the meetings and ask them what’s important to them in the new phone system. 
   
3. Accreditations – Traditionally, all telecom resellers had to be accredited by their suppliers for installation and maintenance services. Nowadays, they still need appropriate certificates, but today, many manufacturers are asking for appropriate industry-specific qualifications before they release equipment. So, a business owner seeking VoIP solutions must look out for such accreditations before taking the VoIP services.    

GenesysTel is one of the best Telecommunications service providers in Australia that offers Business phone solutions to its clients. Having more than 15 years of experience in the telecommunication field, today, GenesysTel offers smart business telecom solutions to its clients. If you, too, are looking for the best business telecom services, then you can reach out to GenesysTel. You will surely be able to fulfill your business needs and challenge today’s world of business.