As small and medium sized companies continue to reevaluate cost, a rising number of business are realizing significant savings without sacrificing convenience or productivity by replacing traditional land line phone systems with Voice over Internet Protocol or VoIP phone systems. VoIP, one of the fastest growing technologies, converts a voice signal into a digital signal so that it can be transmitted over the internet as data. Then the signal is converted back to a voice signal on the receiving side so that users can speak to someone with this or any other kind of phone. This gives you the ability to use the internet as a huge global phone network and eliminate many additional service and long distance fees along the way.
Traditional phone systems have high costs associated with employee moves, adds and changes. This is a growing problem as more offices and work stations are virtual. As long as you have access to a broadband connection, you can use your VoIP system anywhere, such as in a hotel room or at home. Customers and employees can stay in touch just by calling your regular business phone number. Many VoIP phone numbers can be configured to simultaneously ring on multiple devices including a cell and landline phone before rolling to voice mail. To move an IP phone (or traditional phone with a VoIP adapter) to a new location or different broadband network just locate the network jack and plug it in. Since these systems are not tied to a specific location you can often chose your own area code which can be particularly beneficial if you are looking to do business with companies in another area.
In addition to the cost savings there are more functional benefits to using VoIP. Because it goes through the data network and is run on a server, VoIP can integrate with other applications making your service highly flexible. Just to name a few, you can talk on your laptop using a headphone, microphone or unit connected to your computer. This is helpful during online meetings and webinars. Also, with this service you won't miss any important phone calls while working online from a remote location. Forward your voice mails and faxes to your email inbox so that you receive all correspondence in one easy place and easily archive or forward them to others.
Before implementing a new system consider the following
1. You should not notice a change in sound quality in a VoIP solution if you are using a broadband connection. It should be identical to that of a traditional land line or better.
2. Check with your current provider to make sure you know when your existing contract (if you have one) ends and what the penalties would be to terminate the service earlier. This is likely to affect your start date with a new system.
3. Address your network security. There are many other important reasons to make sure that your network security is up to date and functioning properly but because VoIP is increasing in popularity it is also attracting the attention from hackers looking to digitally intercept VoIP signals and rendering the system useless. If you haven't already, this is a good time to address any security issues.
4. Rather than switching everyone simultaneously test the services with a few users. Once you are satisfied and have a chance to address any potential issues you can include all employees in the plan. You may also consider keeping the old system during the transition for backup or you may decide that a VoIP solution is a compliment to your traditional system instead of a replacement.
VoIP is an excellent solution for small and medium size companies because of its flexibility and low cost. It allows smaller businesses to take advantage of the advanced communication tools without integrating large systems with significant setup costs. However, no single solution is right for every business. The best system for your business is one that can address your current needs and have the ability to grow and change as your needs evolve.
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