If you are a business looking to enhance your customer communication strategy, learning about VoIP Phone Systems is crucial. These systems are the present trend in this internet era and have helped dozens of businesses reap benefits at budget-friendly pricing. They also come with unique features that are entirely different from traditional on-premise phone systems.
In this blog, let us discuss VoIP phones, what they are, their features, how they work, their types and benefits, and what we can expect in the future.
Voice Over Internet Protocol (VoIP) is an advanced communication technology that allows users to make and receive calls, texts, and videos through an internet connection instead of depending on traditional wires and cables like a landline phone system.
A VoIP telephone collects voice signals and converts them into data packets. These packets are then sent over the Internet and decompressed again into voice signals when they reach the recipient’s end.
This technology has recently gained popularity due to efficiency, increased productivity, cost-effectiveness, a remote-friendly environment, and high-end features.
VoIP Phones use a set of protocols to perform every function. Each protocol has a separate function but works together.
It converts voice signals into digital signals and transmits them over the Internet. When they reach the other end, they are reconverted into a voice signal.
Here are the six steps that deals with the working of VoIP Phones:
A caller speaks into a VoIP Phone and the voice signal is captured. It is converted to a digital signal using analog-to-digital conversion.
The digital signal is then broken into packets of data. These data which contains information such as who is calling, who will receive the call, etc,
These data packets are transmitted over the internet. They reach the VoIP provider’s servers.
The VoIP Provider acts as a switchboard and determines where to direct the call. It is based on the receiver’s number.
The recipient’s end can have any device for speaking. They are reconverted to voice signals using digital-to-analog.
Finally, the receiver can hear the caller’s voice.
There are two main types of IP phones:
Hardware-based and
Software-based.
A VoIP phone service provider offers both these services based on the business needs. Let us discuss these phones in detail:
A hardware-based phone is similar to a traditional landline phone. It comes with physical features such as:
Microphones,
Speakerphones,
A Touchpad,
Display hardware to show caller ID, and
An input screen for the user.
These kinds of VoIP phones have features such as call transfer, call conferencing, support for multiple VoIP accounts, etc.
Few hardware-based VoIP phones can transmit and receive image data during calls and can be considered video telephones.
While, software-based VoIP Phones or softphones are virtual software systems. They are installed on the user’s devices. It can be a desktop, laptop, tablet, or smartphone.
These softphone user interfaces resemble a phone handset, with a touchpad and caller ID display. They also come with a headset with a microphone to connect the computer or mobile device.
They come with similar features such as call conferencing, voicemail, call transfer, video conferencing, etc.
VoIP Phone Services aim to reduce costs and maintenance activities. VoIP does not require expensive physical infrastructure compared to traditional on-premise phone systems, thus lowering costs. It also promotes a remote-friendly work environment where agents and employees can connect and collaborate anywhere, anytime, on any device. Moreover, unlike traditional phone systems, there are no hidden charges, maintenance, or upgrade costs. These VoIP business phone services also support local and international calls from the pricing package.
A traditional phone system has a complex setup process, during which a separate IT team needs to be hired and maintained for upgrading activities. There is no tedious installation, and it is a completely challenges-free setup process.
Most of the trusted VoIP phone system like TeleCMI comes with superfine and advanced features such as Auto Attendant, Intelligent Interactive Voice Response (IVR), Automatic Call Distribution (ACD), Call Barging, Call Whispering, Sticky Agent, Call Conferencing, Call Transfer, Call Forwarding, Call Recording, SMS, video chats, etc.
VoIP business phone services do not tie any business to a physical location or premise. This means you are free to work from any part of the globe and provide a remote working environment. This also provides flexibility for the employees to work from their convenience. Also, VoIP technology solutions are compatible across different devices such as desktops, laptops, mobiles, tablets, etc. If you open a new office or a branch in any location, it is easy to proceed with the working process as the cloud data is accessible all across the locations.
Security is a critical concern for all businesses, regardless of their size. VoIP systems are fully secured and come with many security protocols. An ISO Certified VoIP service provider that specializes in providing security mechanisms such as multi-factor authentication and powerful password protection. This eliminates malicious attacks, data thefts & threats and makes the data available during unseen instances such as power outages, weather disasters, etc.
It is critically important to meet the growing needs of an industry. As there is an increased demand in every sector, there should be technology that can easily adapt to it and provide a better solution for businesses and their customers. A VoIP technology service excels in the scalability factor. Whether you plan to expand your business across locations, open a branch in the exact location, or add multiple international agents to the team, it is a simple process with VoIP.
The final yet robust feature is that the VoIP technology solution offers high-end integration. You can integrate with your existing business tools or new tools based on your business needs. With this, you can enjoy a simplified and unified dashboard where all the information is displayed. This eliminates the need to switch between multiple business applications and saves the agent time, increasing customer satisfaction.
With such rich features and benefits, businesses can easily migrate from their traditional phone systems to a VoIP system. Here are five simple steps you should follow to get started with TeleCMI:
To get started, you can sign up for a TeleCMI business account. Visit the TeleCMI website and fill in your details to complete the sign-up process.
Secondly, you should choose a VoIP number for your business. This number will be used for incoming and outgoing calls. Provide a business name, choose the business location, and select the respective VoIP number.
Choose a business plan that meets your business needs. Many VoIP Service Providers can offer different calling plans, and you can try the platform for free with a free trial option. All plans have affordable pricing options.
Once the plan is complete, you can add users and teams like sales, support, marketing, HR, etc. Hence, it is directed efficiently whenever a team wants to make or receive a call. You can then assign users to the respective teams or departments.
You can customize your incoming IVR call flow. To do this, go to ‘Call Flow’ in the dashboard and click on ‘IVR’ to set up the call flow for the IVR number. You can add an IVR name, greeting music, an IVR menu, and timeout music to attend to incoming calls seamlessly. This step is crucial to redirect your customers to the desired department or team instantly.
VoIP Phone Systems are a game-changer for most businesses that are struggling with investment factors. As these solutions come with a variety of positive things, it is good for businesses to move with VoIP services. If you are a business planning to make an investment in VoIP, TeleCMI is here to help you. You can get in touch with us for a free demo or consultation.
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