The definitive guide to VOIP phone systems

Oct. 21, 2020
Those working in the auto market today face challenges; missing calls from customers and prospects shouldn’t be one of them. Learn about VoIP, its benefits and why it might make sense to switch to a VoIP phone system.

Those working in the auto market today face several challenges. Missing calls from customers and prospects shouldn’t be one of them. Many have decided to switch from traditional landline phones to VoIP (voice over internet protocol) to significantly reduce their phone costs; experience the numerous benefits and features; and be able to work from anywhere, and still use your office phone number.

To understand VoIP, its benefits and why it might make sense to switch to a VoIP phone system, read on. To download the free VoIP Guidebook, click here: The Complete Guide to Switching to a VoIP Phone System.

What are VoIP Phone Systems
Voice over Internet Protocol phones (VoIP), as the name implies, use the internet to make and receive calls from either analog phones IP (Internet Protocol) phones that easily plug into any Ethernet jack. Once connected, you can then easily make and receive phone calls.

So what is the difference between traditional landlines and VoIP? In a word, technology.

In the last 100 years, landline phones haven’t changed as they continue to require infrastructure of wiring and exchange hardware. With the technology that exists today, landlines are limited – basically only allowing you to make and receive voice calls.

VoIP technology is different as it has changed the ways businesses communicate. This is due to continued innovation and faster internet speeds. While landlines require additional costs for add-on features, VoIP offers a myriad of communications features already built-in.

Understanding VoIP basics
VoIP turns your voice into data transmitted over the internet, just like sending emails. And if you’ve ever used Skype, you’ve already used VoIP.

VoIP calls are made on your phone, connected to the internet with a network cable or adapter, or via a computer’s microphone and speakers using an app. To make calls, VoIP service providers, within a split second, route the voice data between you and the other caller.

VoIP transforms business communications
Today given the current environment, having a phone system that aligns with the publics’ expectations is critical. VoIP systems come with powerful features to help any business make the right impression.

Virtual Receptionist
When an employee can’t answer the phone, Virtual Receptionist steps in and allows callers to hear a professional, friendly greeting with options that best meets their needs. This compares to callers hearing busy signals, being instantly put on hold or the phone just not being answered.

Ring Groups
To ensure every phone call is answered by a live person, there’s Ring Groups. With this feature, the phone rings simultaneously so everyone in the same department receives the call; or you can program it to ring sequentially, ringing person to person, until the phone is answered.

Faxing
For many businesses, faxing still remains an important way to do business. With VoIP systems, you can still send traditional faxes from your phone to a fax machine. Virtual Fax removes the need for fax equipment.

Business Number
When switching to a new phone system, it’s important to keep your existing phone number, which is your lifeline to the outside world. VoIP makes it easy and seamless as your VoIP service provider can take care of moving your number to the new system. This benefits you as there’s no need to change business cards, letterhead and information on your website, which can be costly and time consuming. 

Remote working
These days, being able to work from any location,even at home, is critical. Employees shouldn't have to use their personal phone for business, as it is unprofessional. VoIP changes that as VoIP alows employees to easily work remotely, using your business phone number through mobile and desktop apps.

Here are some of VoIP’s key advantages:

Make the right impression

How the public perceives your business often depends on their initial and ongoing phone interaction with you. When they call, do they hear a professional welcome message, with easy directions, or immediately be put on hold?

Excellent call quality
Due to advances in technology and faster internet speeds, VoIP systems provide the great call quality you desire.

Reduced costs
Saving money by reducing your phone costs is one of the most appealing benefits for switching to VoIP. If you’re still using a traditional landline, you’ll understand the continued expenses, from the setup fees, to monthly costs, per-line expenses, and ongoing IT support. To understand the potential cost savings to switching to VoIP, use The VoIP Savings Calculator.

Remote working
These days as people are working from so many different locations, VoIP provides the latest tools to communicate with staff effortlessly – and from anywhere.  

About the Author – Ken Narita
Ken Narita’s marketing career spans two decades of helping businesses large and small grow. Whether advising emerging startups, guiding clients from the agency side or now leading SMB marketing at Ooma, Ken takes an empathetic approach to addressing goals, gaps, and opportunities. Ken has led demand generation, field marketing, customer marketing, and marketing operations teams, integrating campaigns across all functions to drive results. For questions or comments, please email: [email protected].