Today’s businesses need communication channels that answer customers efficiently and effectively. There are a wide variety of channels available for communicating with your customers and delivering optimal customer service, from messenger to chatbot to email. However, phone reigns supreme as the key method people look to contact, especially for smaller businesses. According to a recent survey by Salesforce, over 61% of customers prefer the telephone to all other forms of customer support.
So how can you streamline and deliver innovation with your phone system without straining your IT department’s resources and budget?
Voice over Internet Protocol (VoIP)
VoIP technology is a communications system that provides a way for individuals and businesses to make phone calls over the internet, rather than using traditional phone lines. With VoIP, businesses can use a wide range of devices, such as desktop phones, smartphones, and computers, to make and receive calls, such as Microsoft Teams or DigitalWell 360 (DW360). Most business VoIP systems include a range of other features, such as the ability to conduct online meetings, chat with team members, and share files and documents.
There are several types of VoIP systems, including:
1. Cloud-based VoIP is a type of VoIP service that is hosted in the cloud, rather than on-premises. This means that all of the hardware and software required to run the system is located off-site, and users can access it from anywhere with an internet connection.
2. On-premises VoIP is a type of VoIP service that is installed and maintained on a company’s own servers. This means that the hardware and software required to run the system is located on-site, and users access it from within the company’s own network.
3. Hybrid VoIP combines elements of both cloud-based ad on-premises VoIP systems. It allows companies to use some of their own hardware and software, while also taking advantage of the benefits of a cloud-based system.
Why should a business migrate to VoIP?
There are several reasons why a business should choose to use VoIP technology:
1. Cost savings: VoIP typically costs less than traditional phone systems, especially for long distance and international calls. It also takes less time and money to set up and maintain that traditional phone line systems.
2. IT resources: VoIP reduces the need for hardware. With traditional phone systems, businesses typically need to purchase and maintain a separate phone system for each location, which can be expensive and time-consuming for your IT department. With VoIP, all of the phone system hardware is located in the cloud, which means that businesses don’t need to worry about purchasing and maintaining physical phone systems. VoIP also simplifies the process of adding new phone lines. With traditional phone systems, adding a new phone line typically requires a visit from a technician to install new hardware. With VoIP, new phone lines can be added simply by adding a new software license.
3. Scalability & Flexibility: VoIP systems can be easily scaled up or down as the needs of the business change, making it cost effective as the business expands or contracts. VoIP allows employees to use the same phone number and extension regardless of where they are working, which can make it easier for customers to reach them and for employees to stay connected with each other.
4. Enhanced collaboration: VoIP systems often come with advanced features such as conference calling, screen sharing, and instant messaging, which can make it easier for employees to collaborate and work together, even when they are not in the same location. It also has advanced features such as call forwarding, voicemail, and call waiting, which can be useful for businesses. It can easily be integrated with other business tools such as customer relationship management (CRM) software and productivity applications.
5. Improved communication: VoIP allows employees to make and receive calls over the internet, which means that they can communicate with each other and with customers regardless of their location. This can be especially useful for businesses with employees who work remotely or from different locations.
Is VoIP secure?
VoIP can be secure, but it is also vulnerable to some of the same threats that affect other forms of communication over the internet. It is important to use a reputable service provider like DigitalWell to protect your devices and network to reduce the risk of security breaches.
Some steps you can take to improve the security of your VoIP system include:
- Using a VPN (Virtual Private Network) to encrypt your internet connection and protect your data from prying eyes.
- Enabling security features such as encryption and authentication on your VoIP system.
- Keeping your devices and software up to date with the latest security patches.
- Using strong, unique passwords for your VoIP accounts and devices.
- Using firewalls and other security measures to protect your network from external threats.
By taking these precautions, you can help to ensure that your VoIP communications remain secure.
As the business world shift to digital, it’s imperative to move your business to VoIP to optimise business operations. From cost savings to flexibility to IT resource, switching to VoIP is a no-brainer.