Voice over Internet Protocol (VoIP) is a modern, digital alternative to a traditional phone system. It transmits voice over an internet connection instead of a telephone wire, which makes it faster, more reliable, and more cost-effective.
Now, while the idea of doing business over the phone may sound a bit dated to you, the truth is that it’s more used than you think. However, since VoIP is a more cost-effective way to do it and you’re already doing the majority of work over the Internet, there are really no good reasons to avoid VoIP services.
So, for all those who are interested in implementing VoIP, here’s how you can implement it into your business processes.
- Benefits of VoIP
The first major benefit of VoIP is the fact that you’ll save a lot of money on conventional calls. Just think about it: over the Internet, you can make international calls at no cost. Just think about how much it would cost you to do this via a traditional phone line.
Then, there’s improved communication and collaboration. As we’ll discuss later, there’s a remote work feature of VoIP, which allows you just to install software on your device and use the system as if you had a phone in front of you. This is amazing for remote teams, as well as people who are away from their normal workstations.
Remote workers even get to keep the same phone number when not at the office, which means that clients and outside entities won’t even be able to tell that your team is remote.
Other than this, VoIP is far more scalable than traditional phone line systems. This is clear when following the remote work thread from above; however, even with the office-installed systems, scalability is far more cost-effective.
Not to mention that having another potential sales channel exponentially increases your earning potential.
- VoIP Devices and Software
The first form in which VoIP is delivered is the most traditional one. You have VoIP phones, devices that look like traditional phones but have either an ethernet port or access to Wi-Fi. The best way to check if this is the way in which VoIP business phones will be introduced into your enterprise would be to check with the service provider.
Another form in which this can be implemented is through analog telephone adapters. The way this works is even simpler. You use an infrastructure that you already own (your current phone devices), but they are enhanced with a special VoIP adapter. This is great for those who are already using a phone system but now intend to make the next step.
Lastly and most importantly, you have the softphones. You can install these applications on your computer and have them function like a real phone, with a phone number and everything. You use them via your headset and microphones, and they’re the best way that remote teams can access this function.
- Review your needs, goals, and conditions
The first thing you need to do is figure out your needs. This means figuring out how many numbers you need, if you want hardware or software support, and how much you can afford to pay for this service.
Now, when assessing your actual needs, you need to take into account the number of users, expected call volume and features that your business just can’t do without. During this stage, you also need to take into account the scalability. If you have to switch to a larger program at one point, it will cost you quite a bit. Therefore, it’s better to start big.
The next thing you need to do is figure out how to balance between the quality you want (or feel like you deserve) and the quality you can afford. Sometimes, it’s worth paying a bit more in order to gain more value in the long run.
Most importantly, you need to understand how this system is supposed to help you achieve your goals. After all, the VoIP system is just a tool, and a tool needs to have a purpose. Understanding this purpose will help you manage your expectations and ensure that you get the value you expect from it.
- Set up your system and train your employees
The next step lies in setting up the system. Make a deal with your provider and have them come over to install the devices. If it’s VoIP phones, the installation will take a while (even though this is also relatively brief).
The second method of setting up adapters is quicker, but when it comes to the softphones, there’s no need for the team to go out in the field. They can just remotely give you instructions, and it can all be done in minutes.
The next big challenge lies in training your team to effectively use this new system. Keep in mind that neither of these things is a particularly new technology.
Even if they’ve never used VoIP before, they’ve used voice over the internet. After all, they’ve talked on Skype, Zoom, Viber, and even Discord. The majority of them (except perhaps the youngest of all your employees) have used the traditional phone line. In other words, neither of these concepts is something that will take a long time to get familiar with.
- Configuration and troubleshooting
This technology is simple and reliable; however, it needs to be configured correctly. For this, you either have to follow the guide to the letter (each process is different, depending on the provider) or get a professional to help you out (this method is more reliable).
Also, you need to train your team to resolve some of these issues on their own, as well as instruct them who they should reach out to if they fail to fix the issue. Troubleshooting is a factor that’s criminally overlooked and something you have to pay far more attention to.
Wrap up
Running a successful business takes a lot of resource planning. One of the most important assets for achieving all your plans is your communication method. Even in 2024, serious business is still done over the phone and there’s no better way to do it than to use VoIP.