More than ever, business administrators are seeking to reduce expenses and mitigate risks. VoIP telephony tops the list of cost reduction strategies, and rightfully it should. Voice over IP has been proven to assist the small to medium business market in eliminating nearly 80% of their communications expenses, while radically lessening the costs spent on on-going disposable materials . No other development has been able to offer such promising gains.

Voice over IP, as a form of IP telephony, reinforces the extensibility of the Internet and transforms it into a unified communications platform. The concept of voice over IP is straightforward, analog voice signals are converted to digitalized data packets and then transported along the Internet network. Once they reach their intended destination they are then converted back into an analog signal.

By using the Internet as a ‘phone line’ business are able to take complete advantage of the low cost of network usage and, if desired, abandon costly traditional packet switch telephony altogether. Unlike services offered by common telephony providers, Voice over IP is an all encompassing solution. Services and features are not provided on a cost per-minute or cost-per-feature format but rather as a complete and comprehensive collection of business enhancing essentials.

IP telephony offers many of the same tried and tested products that the telephone company has provided for decades; call waiting, call forwarding, voice mail and extension dialing. It also affords users with a set of uniquely engineered and highly advanced features, such as; automated attendants, Internet Fax, enhanced hold music, local area codes, and call monitoring.

By deploying a small business voice over IP solution as part of their existing cost reduction strategy, businesses unwittingly eliminate the need for dedicated phone lines for functions such as faxing, they utilize their existing network to it’s full potential by using it to carry out both voice and data communications. Cost associated with mobile usage is drastically reduced. Also eliminated is the need to keep a highly skilled team of support professionals on payroll, as a large part of voice over IP repair and maintenance can be done off-site, virtually by the hosted solutions provider.

The clear-cut model is simple: VoIP technology converts voice calls (analog) into encrypted data (digital) packets, and then transports the digital packet over a broadband Internet network to be converted back into an analog signal once it reaches it’s intended recipient.

Deploying a voice over IP solution has the potential to impact businesses in one of two ways. In it’s most uncomplicated form, voice over IP is a provided service that enables businesses to transmit their outgoing communications via the Internet. Allowing digitally converted calls to be reconverted to an analog signal and then transported to any telephone network from any geographical location.

The fact of the matter is that most large enterprises have already deployed voice over IP and have subsequently eliminated tens of thousands of dollars from the regular telephony expenses. But, should small businesses follow suit?

The long and the short of it is ‘yes’. Especially if that business is regularly spending any sum of money on long distance or International calling. Regardless of the aloofness of the office location, voice over IP can virtually abolish long distance calling charges; particularly if services are provided from a reputable company like Nextiva who offers unlimited calling plans. Resulting in immediate and substantial cost savings. Another practical benefit for business VoIP deployment is the ability to provide a fully functioning corporate phone system, with an arsenal of business boosting communications features, to all employees – not just the ones working from the office.

A hosted voice over IP solution will further help small businesses to realize the full potential of IP telephony as it allows a complete scaled access to all of the features over voice over IP without having to physically install a complex PBX system. Not only does this method save money upfront. It generates money in the long run, since ground breaking features such as a professional automated attendant are uniquely engineered to drastically increase customer service ability and satisfaction.

Smaller enterprises may benefit greatly from deploying voice over IP on their virtual private network. By combining a voice over IP solution with the technologies of a virtual private network (VPN) businesses are further enhancing their ability to secure their voice communications. Since voice over IP transports encrypted and digitalized voice as packets of data, using VoIP in conjunction with a virtual private network applies standard data-encryption technology to the voice encryption process.

Simply put, the voice over IP route initially converts analog voice to a digital signal, which is then transformed into a digital voice packet, encrypted and then routed securely through the companies virtual private network.

There are several advantages to utilizing voice over IP on a VPN. In addition to the added security benefits, VOIP VPN helps to eliminate some of the complications that may arise due to firewall technologies. In some cases it is difficult for the SIP protocol (the voice over IP protocol used in processes like mobile VoIP) to move through networks with advanced firewalls. A virtual private network addresses firewall issues by allowing clients within the same network to move virtually within the voice over IP server.

Establishing voice over IP on a virtual private network is ideal for smaller organizations, that often have less communications from outside parties and more interoffice communication as it works on a single network; most often seen in organizations utilizing an Intranet instead of an Internet.

This method of voice over IP deployment is also ideal for businesses employing a wide range of teleworkers who require access to the company network from an outside location as it provides encrypted access helping to bypass company firewalls that may not be accessible from outside servers. For example; hotels, small office email, etc.

A hosted VoIP solution provides a cost efficient alternative to a conventional on premise PBX system. IP telephony is easy to use, considerably less costly to operate and offers many advantageous gains over an on site system. By shifting the management responsibility offsite to the voice over IP provider, small businesses are helping to mitigate some of the risks associated with housing any complex communications structure.

Giving employees and consumers access to the features necessary to bolster business operations is essential in any corporate environment. A hosted voice over IP solution affords businesses easy access to state-of-the-art features designed to increase productivity, enhance customer service ability and deliver results.

Well calculated features like automated attendants, voicemail to email, call forwarding and SIP enabled mobile phones are just some of the options available to businesses operating on an IP telephony platform. Previously, to have been able to use even half of the features available with voice over IP, businesses would have been required to house a large PBX system some place on their business premise. This system would have been costly to maintain and even costlier to repair. In fact, in the event that the onsite PBX did require repair, it would have most likely involved a team of highly trained technicians coming in to remove the system entirely and then transport it to an offsite location to either be repaired or replaced.

A hosted voice over IP PBX is housed off-site, at the providers place of business, and then rented out for use virtually. Not only does this method help to reduce a great deal of infrastructure and usage costs, it also eliminates the need for businesses to house bulky and difficult to operate equipment. Also removed is the need to hire specially trained support technicians, if a problem should arise with the PBX system the providers team of trade professionals will work quickly to resolve the issue.

Communications is an essential part of any thriving business. But, a traditional communications network is often cost exorbitant for even the most well-established small businesses. Business VoIP allows for voice communication through either an Internet or Intranet connection, making it a practical solution for smaller organizations.

For the small business proprietor, voice over IP offers significant gains in terms of cost vs. benefits. For less than the cost of a traditional telephone service, without any added features, businesses are able to obtain a voice over IP system that includes many advantageous benefits, including; enhanced voicemail, call routing, conference calling and PBX hunt groups. For a low cost additional fee, businesses are able to add-on an Internet Fax line as well.

A reputable voice over IP service, offering a sound QoS, will provide businesses with a voice quality that far surpasses the quality offered by conventional means; a substantial benefit for all businesses. Taking advantage of greater bandwidth potential also provides a higher quality audio output, since voice over IP allows for more data to be transported through the network than would be on a traditional telephony line.

It is estimated that, when deploying a voice over IP solution, business are able to maximize their communications abilities while reducing their communications expenses by nearly 80%. Unlike services offered by the telephone company, voice over IP is available on a flat rate monthly structure. By not operating on a cost-per-minute basis, businesses are able to adequately foresee their monthly expenses and budget accordingly.

In essence, voice over IP helps to eliminate more than just communications expenses. It also eliminates labor and maintenance expenses since there is no longer a need to employee or contract highly trained service professionals to fix or maintain the telephony line. Most voice over IP administrative and maintenance tasks can be handled virtually, and are extremely user friendly.

Being virtually accessible also reduces the threat of having to completely remove the communications system should an issue arise. Unlike a conventional system that would be required to either be removed and taken to a service centre, or have an expensive repair professional contracted to come on-site, a voice over IP communications system can be analyzes and repaired virtually by the service provider. Or in some cases by the on-site administrator.

Like most given the task of purchasing an IP phone you may decide to simply purchase the one with the largest price tag, figuring that more money means more product. In the world of IP telephony, the most expensive product does not necessarily mean the greatest quality.

Begin with a reputable and high quality brand, Linksys and Polycom are vendors worthy of your short list. Next carefully weigh the features that your business must have against the ones that would be nice to have but aren’t completely necessary.

Some essential features may include:

Multi-Line Notification:
Does the business have more than one telephone number, or will there be more than one line available? It is probably a good for employees to be able to distinguish calls between lines.

Call Waiting/Hold Button:
Will employees be required to place callers on hold? If so, a dedicated hold button is probably a good tool.

Call Transfer:
In situations where callers will be routed or transferred between departments, a call transfer button is necessary.

Voicemail:
Some employees may find it convenient to simply be able to press a button to retrieve voicemails.

Call Display:
There is benefit in knowing who’s calling before you answer, this allows employees seconds to prepare. It can also provide vital information in the event of an emergency.

Some not so essential features may include:

Speakerphone:
In crowded call centers, there will be little use for a speakerphone. Make the decision to purchase a speakerphone capable IP phone based on need.

Backlit LCD Display:
Backlit displays consume a lot of energy, consider how often the phone will ever be in an unlit area and the user will need to see the display. In most businesses, never.

Mute:
If the IP phone will be used in conjunction with a headset, there may be no need to invest in a phone with a mute button since the headset will most likely have on built in.
IP phones can become rather pricey, knowing what features are required, and what aren’t prior to making a final decision will help to ensure the best investment based on needs.

Companies that require their employees take frequent and long durational business trips understand the importance of carefully planned finances. Financial controllers, and others in charge of budgetary responsibilities are constantly given the task of researching new ways to cut expenses while increasing profit potential. Fortunately, voice over IP tackles both areas.

Operating on a fully mobile VoIP platform, businesses are able to compensate for increasing travel expenses, while providing employees with the tools necessary to conduct business in a practical and efficient manner. IP telephony is accessible from any location with an active Internet connection, and most hotels offer free Internet access. Yet most charge an above average per-minute rate for telephone usage.

The simplest way to avoid having to pay the outrageous charges associated with hotel telephone use is to remember to always carry a VoIP adapter when traveling. By plugging the VoIP adapter into the hotels broadband Internet connection, it is possible for employees to use the existing company voice over IP solution to maintain communications.

If it is not feasible to carry around an adapter, it is possible to utilize a laptop for voice communications. By installing a soft phone application, and having a wireless headset on hand, a normal laptop can instantly become a low cost calling center. This method of voice over IP use does not limit users to a hotel room, and allows them to move freely while still having quick access to communications.

Ensuring that the business voice over IP solution is capable of providing call routing allows traveling employees to utilize one main number and have calls to that number routed to any location in the world that they happen to be in.

When used correctly, voice over IP can save frequent business travelers hundreds, if not thousands, of dollars every year. IP telephony is designed to provide the freedom of mobility and cost effective access to unlimited calling. Based on those principals it is the ideal solution for business users on the go, since it offers unique call routing and decreases per-minute billing charges that were once a frequent challenge for International travelers.

Taking advantage of the capabilities of a data network to transport voice packets is far from a budding technology. As it stands, the Internet has been progressively altering the pace of corporate communications for the greater part of three decades.

Given the heightened affordability of bandwidth and high-speed connectivity, a logical solution to combating exploding telecommunications costs is to harness the distinct capabilities of the Internet. Exploiting those capabilities as a multi-faceted communications medium for both data and voice networks.

Perhaps the most advantageous gain attributed to IP telephony is it’s solid reputation as being a complete, comprehensive and fully scalable solution; a low cost option for smaller businesses desiring the same high features as their Fortune 500 competitors.

The utilization of IP telephony, in a business environment, offers cost efficient access to an impressive list of avant-garde features and tools, such as; video web conferencing, automated attendant, toll-free numbers, virtual extensions and hold music. Features distinctly engineered to enhance the communications experience and previously unobtainable on a conventional telephony platform.

When afforded the ability to stay abreast of technological developments, and presented with advanced communication tools, employees will experience a boost in both productivity and efficiency. Given the unified properties of voice over IP, both internal and external communications are virtually boundless enabling employees to maintain simultaneous methods of interaction, in a real-time environment.

There has been much debate over the correlation between VoIP telephony and amplified employee productivity and the general consensus lies in the fact that a reliable communications system lessen the chance of misinterpretation or misplaced messages thereby lessening employee stress and mental fatigue. Employees void of the symptoms of stress and exhaustion are able to concentrate fully on their instructed tasks and thereby remain productive through out the day.

To further tap into the unique productivity improving aptitude of IP telephony merge the scalability of voice over IP with the mobility of a wireless phone or handheld device – enabling employees to move freely, while still being within access to easy communications.

Without taking appropriate steps and planning accordingly, even the most advanced business VoIP system is sure to falter. Every organization is unique is their requirements and the capacity of voice over IP implementation should reflect that.

The majority of businesses choosing to deploy voice over IP aren’t required to invest in additional telephony hardware to experience immediate cost savings, since many providers support the use of special adapters to allow existing infrastructure to be utilize in conjunction with VoIP service. However, in order to take full advantage of voice over IP’s mobility it is recommended to invest in a fully functioning VoIP capable telephone.

The majority of firewalls are engineered to impede the TCP/IP ports utilized by the session initiation protocol, therefore a specialized device may be necessary to allow the network to rectify the interference. Utilizing devices such as these have been noted to improve voice over IP performance by adding priority to voice packets and condensing other forms of data so that calls are not affected negatively by data use.

Also an important factor prior to deployment is the network itself. Is it capable of supporting both data and voice simultaneously, and will the additional stresses of heightened bandwidth and frequent use cause a negative impact? Since all IP telephony originates over the LAN, WAN or other chosen network, it is important to assess and rectify possible interferences prior to making the switch.

Failing to follow a carefully thought out and detailed plan of action, with testing and cross referencing, will often result in missed steps or overlooked faults. Applications that use too much bandwidth, or the use of inappropriate equipment will just result in costly corrections later. It is important to identify and mitigate potential errors before they can cause a negative impact on VoIP performance.