Why VoIP phone systems are an essential business tool

A reliable and smooth communications system is essential to any enterprise. For small- to medium-sized businesses (SMBs), it should not only be an infallible way of conveying information, but a cost-effective one as well.

One solution that SMBs turn to is Voice over Internet Protocol (VoIP). VoIP enables voice communications over the internet. The technology allows anyone to make calls online without having to pay for traditional phones.

According to tech experts, more organizations are ditching analog phones and embracing VoIP. A survey by IDC Canada has also revealed that 90% of Canadian firms have wireless phones, and almost half of their employees have already substituted their landline phones entirely with wireless devices.

But why should you turn to VoIP for your organization? Here are a few reasons:

#1. Affordable

Your business will get more bang for the buck using VoIP compared to using traditional phones. Exact figures on cost savings vary, depending on the service plan you avail from your provider, but setup and running costs are generally much lower, no new hardware is required, and add-on features such as call waiting and forwarding are available at no extra cost.

Moreover, VoIP to VoIP calls are free. This means you won’t be charged anything to call someone via apps like Skype or Facebook Messenger. What’s more, international and mobile calls typically have a cheaper nominal fee than legacy phone systems.

You can turn to a managed IT services provider (MSP) like Dyrand Systems to host your VoIP system. MSPs can keep down costs considerably, as there won’t be any equipment to purchase, and you won’t need to hire new employees to deal with the technology.

#2. Allows for better productivity

Mobile devices such as smartphones and tablets are changing the way people work. VoIP empowers employees to work remotely from virtually any location via the internet. For instance, your workers can answer a call while they’re out of the office and still collaborate with others on work plans.

Additionally, when natural and man-made disasters such as storms or fires happen, you can easily shift your business to a different data center without having to change your communication setup.

#3. Scalable

It’s not easy to predict how many phones you’ll need in the future, and with traditional phone systems, you have to make careful estimations to avoid spending money on lines that you won’t use.

With VoIP, you can add a line as soon as a new employee comes in, and reassign or remove it when they leave. This way, you always have full control over the number of phone lines for your enterprise.

#4. Integrates with current business systems

VoIP doesn’t just host your calls over the internet. The technology is also capable of being integrated into various applications. For example, you can place outbound calls through your email client. This makes it more convenient for any user to communicate with customers.

Some VoIP applications can even record calls and transcribe voicemail, then transfer them to an email account, making it possible to review past conversations at any convenient time.

#5. More secure

It’s understandable to assume that calls over the internet may be less secure than those made over traditional phone lines, thanks to the prevalence of data theft incidents. However, the opposite is actually true. VoIP systems encrypt audio data, which is a requirement for security and privacy regulations like the Health Insurance Portability and Accountability Act (HIPAA) and Sarbanes-Oxley Act (SOX) compliance. Encryption has no effect on call clarity and is more secure than analog calls, which can be eavesdropped on as long as a third-party entity has physical access to phone cables.

Finally, VoIP allows you to monitor your telecommunications infrastructure more easily from a single dashboard. This makes it simpler to detect malicious activities such as phone scams and phishing campaigns on all the devices you have. This will ultimately ensure efficiency and reliability for your business communications.

Be smart with your resources. Dyrand Systems’ VoIP solution helps your organization have a seamless communication system, and our simple setup process will have you making and receiving calls instantly. Drop us a line today!