So you’ve been thinking about upgrading some of your infrastructure, but where to start?
If you think your team could collaborate better, one of the best returns on investment is a VoIP phone system. It’s got all of the functionality of a traditional phone system with an emphasis on increased utility.
Maybe you haven’t switched over yet because the break-in period seems a bit daunting. We’ve compiled a list of reasons why the benefits will outweigh the costs for your business quicker than you think.
Installation and setup
Fortunately, the first time setup is often cheaper (because there may be less equipment to buy) and simpler than installing a traditional phone system from scratch.
When it comes to planning things out, there are a couple of factors that you wouldn’t usually have to think about with traditional phones. You have to figure out how much bandwidth you’ll use, and whether that will change your internet service needs. If everyone needs to make a call at once, will that make everything else grind to a halt? How soon will we need to expand the number of users? Is our connection fast enough to utilize the new system?
Once configured, however, your VoIP network is good to go. Most hardware comes with plug-and-play functionality, as VoIP phones are smarter than your average bear. If you find that you need to add more users it’s just as easy as extending your Wi-FI network: you just need to add another router to the network.
Related: VoIP implementation best practices
Here’s where the investment starts to pay off in spades.
They’re nothing new, but you’ll be surprised at how different they can be with VoIP.
Conference calls can get started right on time with minimal effort. During the initial installation of the network, you or your tech professionals will set up hub numbers. When it’s time for a conference call, it’s as easy as calling that number when it’s time to start. Everyone is in with no trouble.
This can make rescheduling less of a hassle and make impromptu team meetings possible, even if everyone’s not in the same building. This means your team can be much more agile – you don’t have to drop everything to go to a meeting scheduled ahead of time, just send out an email to get on this 15-minute call after lunch. Everyone’s on the same page because they are better connected.
One of the best things about VoIP is that the network doesn’t care how you are gaining access. You can use a traditional phone with an adapter, a VoIP enabled phone, a computer configured to use VoIP, or even your personal cell phone. It’s all about unified communications.
VoIP makes it easy to set up smart call forwarding. Not only can you transfer a call if the original extension is busy or doesn’t answer, but you can preemptively forward calls at any time. If you know you’re going to be out of office, you can set up your number to automatically forward any calls to your cell phone or to a colleague.
Furthermore, if you have any team members that are entirely remote you can configure their extension to automatically forward to whatever device the remote worker chooses. Even though the original call started in your phone system, it’ll end up where it needs to be seamlessly. It’s the best thing next to being there in person.
Let’s say that a couple of team members couldn’t participate in a conference call. Perhaps a fire came up that they had to go put out immediately. They can still get the full scoop on whatever they missed with a feature that almost all VoIP networks utilize (and yours definitely should): call recording.
How exactly it works depends on what software you choose to go with, but a VoIP network allows for the recording and archiving of any phone call with ease. Whether it’s for the benefit of an absent team member or for the team in question to be able to go back and review exactly what was said during the call, this is an invaluable feature that isn’t impossible with traditional telephone technology, but significantly easier to implement with VoIP technology.
With cloud technology becoming the norm across industries, these will not be the only advantages for switching over to VoIP for your phone network. New techniques and technologies will be sure to make VoIP even better in the future.
Research your options. If you ever get lost or need a second opinion, don’t hesitate to reach out and see what our experts have to say.