VoIP (Voice over Internet Protocol) lets you make and receive phone calls over the internet. In simple terms, it’s a phone service over the internet.
VoIP can offer a ton of different features that your current telephone service may not have.
Call forwarding to smartphones or desktops, international calls, and other business communications services are easy with VoIP. Most IP telephony services also offer video conferencing, chat, and file-sharing. Think Skype or Google Hangouts, but on steroids!
What is VoIP (Voice over IP)?
If a traditional telephone uses analog lines and other hardware, VoIP solutions need almost no hardware at all. Analog phones, or “landlines,” are supported by local telephone companies. VoIP service providers transmit information digitally through a high-speed Internet connection.
Essentially, your phone calls get converted into data that zips through your high-speed Internet. VoIP phone service has several advantages over traditional phone service, which we’ll discuss later on.
- How Does VoIP Work?
- What Are the Benefits of a VoIP Phone?
- Do I Need a VoIP Phone?
- Can You Use a VoIP Phone at Home?
- Equipment Needed for VoIP
- Is VoIP Reliable?
- What is the Best VoIP Service?
How Does Voice over IP Work?
VoIP uses PST (packet-switching technology) while landlines use CSN (circuit-switched network). With a CSN, an analog signal travels through a network of copper wire cables to connect two separate points and establish communication.
In contrast, VoIP’s PST breaks down digital signals into small packets of data. It then transmits data over the Internet and sends and receives voice calls when in use.
A VoIP system doesn’t rely on traditional cable lines — everything is powered and streamlined by a broadband Internet connection. With WiFi as the medium, users gain more functionality, reliability, and a diverse line-up of features.
What Are the Benefits of a VoIP Phone System?
Common misconceptions about cloud phones are poor call quality and that you can only make calls from a computer. Both of these are false.
In the early days of VoIP, the technology had not been fully established and took some time to hit mainstream adoption.
However, times have changed, and VoIP has become a proven, reliable, and cost-effective alternative to traditional phone service. VoIP phones now have a higher quality audio range (twice that of traditional phone lines).
1) Advanced features + flexibility
While VoIP is an excellent option for individuals, enterprise sees the most benefits. Companies can use VoIP phones’ many features to be more productive in their daily communications.
Traditional analog lines are suitable for small businesses with a handful of employees, but businesses that regularly make long distance calls or have many contacts are better off using VoIP.
VoIP offers a variety of advanced technology and features that benefit your business. Virtual calling also offers more flexibility and agility in comparison to analog phone systems. Read on to learn about some of a VoIP phone’s stand-out features.
2) Mobility you can’t beat
With cloud communications, gone are the frustrating days of missing an urgent business call because you were away from your desk. VoIP phones use your existing internet connection, so there is no need for dedicated copper wiring like with a traditional landline.
You’re able to manage your business on the road, tune into meetings from your mobile device, and never miss a beat. You’re also able to seamlessly transfer a call from your cell phone to your office line without interrupting the conversation.
The ability to take your office anywhere makes it easier to stay in touch with your customers, employees, and potential clients. As if that weren’t easy enough, most VoIP phones come with a VoIP app which allows you to make calls, send texts, and more using VoIP technology.
- No need for copper wiring
- Mobile business management
- Call transferring from cell to office
- Availability to use VoIP Apps
3) Affordable + add-ons you can buy
One of the biggest perks of using VoIP instead of analog phone services is that it drastically reduces telecommunications costs. Many features of a typical VoIP package would cost extra on a landline (of course, this can vary from carrier to carrier).
For instance, unlimited calling and faxing can help you bypass data charges and traditional toll charges for international and long-distance phone calls. VoIP phones also use only the necessary amount of data during a call, allowing you to save on data usage.
Included features like auto attendant, IM (instant messaging) and chat, or voicemail to email mean you don’t have to purchase such features independently.
- Unlimited calling
- Unlimited faxing
- Auto Attendant
- HD Voice Quality
- Unified Communications
- Video Conferencing
- IM & Chat
- Voicemail to Email
4) Chat, video, conference calling — all in one
Digital communications make it easier than ever for employees to smoothly connect with each other, clients, and customers from their desktop. You can even forward calls to mobile devices.
Using a VoIP phone, you can share information, ideas, and thoughts in real-time. You can also expedite projects with instant collaboration tools such as IM, group chats, and video sharing.
VoIP phones link to user accounts, not phone numbers so that you can switch between simultaneous calls on any given account.
With a traditional landline, you need to sign into several accounts to chat via phone, video, and IM. On the contrary, you can chat seamlessly, share screens, and more with a business phone service.
These communications can be sent from any Internet-connected location in the world, allowing you to work on the go.
- Instant messaging (IM)
- Group chats
- Video sharing
- Conference calling
- Switch between simultaneous calls
5) More secure than your landline
Security is one of the biggest worries of business owners — with good reason. Your assets are precious, and switching to new technology can make you feel vulnerable.
Contrary to many beliefs, VoIP is secure and 100% safe. There are several features available with today’s cloud phone systems that aid in security.
For example, many VoIP routers come with advanced security features and dashboards. Ensuring that your network is secure is the first step to a robust cloud phone connection.
The second step is ensuring that you partner with a VoIP provider who values security. This is why it’s essential to have a checklist when looking for a business phone service provider.
Good questions to ask include:
- Are they accredited?
- How many data security centers do they have?
- What is their uptime?
- Do they offer system status updates?
- What software do they use?
- Are thy HIPAA compliant?
- Do they prioritize user security?
- What infrastructure do they use?
Do I Need a VoIP Phone?
Even though VoIP is gaining popularity among enterprise clients, many businesses are still sitting on the sidelines wondering if VoIP is right for them. The truth of the matter is, VoIP is not right for everyone. However, it will work for most.
1) Can You Use VoIP at Home?
Individuals can use VoIP, but as we mentioned earlier, businesses will see the most benefit. Companies of all sizes can use VoIP calling — from startups to large enterprises.
The main factor to consider is who you communicate with most. For instance, a small business owner who doesn’t make very many long-distance phone calls or video calls may not find that switching to VoIP is necessary.
However, if you make many calls a day, make out-of-city phone calls or would like to make conference or video calls, VoIP is the best option. It also allows businesses to scale their business communications systems. Adding or removing phone lines is a cakewalk!
2) Setting Up VoIP — Hardware + Software
Many people think that VoIP requires expensive and complicated equipment. This isn’t necessarily the case!
You’ll need some equipment to take advantage of the services and features VoIP offers, but you can choose to scale up equipment-wise or keep it relatively simple.
If a user wants only the most basic of features, all they need is a phone, a fast Internet connection and the VoIP service itself. Many providers even offer a virtual number service, which allows the user to take calls from their cellular phone.
While the phone, Internet, and service itself are the core essentials, additional hardware means the user can take advantage of more features.
Additional hardware you may need:
- ATA (Analog Telephone Adapters)
- Webcam (or computer with built-in camera)
- IP conference phone
- Giant TV screens and speakers
For instance, if you would like to use the existing phone system at your office, you will need ATA (Analog Telephone Adapters). These act as an interface between the landline phone and the softphone.
You may also choose to make calls from your computer using a headset. If you’d like to participate in video calling, a webcam (or computer with a built-in camera) is necessary.
If you’d like to make conference calls, you’ll need an IP conference phone.
For those who want to maximize usage (or for large companies), VoIP offers other technology like e-faxes, conferences phones, and routers.
3) Is VoIP Reliable?
When VoIP services first started, the quality was inconsistent. This meant that calls sometimes dropped, jitters and delays were common, and drop-outs in voice could occur. As Internet bandwidth and service has improved, VoIP call quality has become much more consistent.
Today’s technology allows VoIP calls to sound as crisp and clear as a landline phone. However, this will depend on your Internet service provider’s network.
You can ensure your network has enough bandwidth using our speed test tool. Once you’ve determined your network is sufficient, you shouldn’t have any problems with reliability.
Emergency calling can be a bit of a challenge with VoIP. For instance, if the Internet connection is down, there is no way to make a call using a softphone. For example, during a natural disaster, a cell phone or landline would be necessary to make an emergency call.
Another issue with emergency calling is that — because VoIP uses phone numbers with IP addresses — there is no way to associate a geographic location with the number.
What Is the Best VoIP Service?
Having a cloud phone system adds an element of credibility and reliability to your business. However, not all providers are the same. To decide which phone system works best for you, you will need to consider your specific business needs.
When choosing a business phone service you will need to decide what goals you have — do you hope to use your same phone system? Will you get hosted in-house VoIP service or go for full cloud-based service?
Assess your current and future needs
- Call volume
- Current resources and personnel
- Voice over IP functionality
You will need to look at your current and future call volume for yourself and your employees to determine which VoIP plan you will need. Consider scalability options so that you can grow seamlessly.
Make an audit of your current resources and decide which you will want to integrate with your phone service.
Find a reliable VoIP provider
Once you have an idea of what you are looking for functionality-wise, you can look for a service provider that matches your budget and operational needs. Find a VoIP provider with great reviews, a good reputation, and excellent customer support. You can even look around to see which industry leaders or competitors are using which services in your area.
Now that you know what a VoIP phone is and how it works, you can determine if it’s right for you. For most people, it’s the best option if you want cost savings, clear communications, and useful features.
While there are several factors to consider, such as the speed of your Internet connection and equipment, the choice should be an easy one.
If you decide to switch to business VoIP service, remember to do your research and find an accredited company that offers top-of-the-line security and equipment.
Yaniv Masjedi joined Nextiva in 2008 and currently serves as the CMO, focusing on marketing strategies and customer success. He graduated Summa Cum Laude from UCLA.