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The way businesses communicate has been evolving in the past two decades. Phone calls and fax used to be two main ways to do so, but now with the progress of technology this has changed. The internet is now widely accessible, the quality is good and the cost extremely low. Households, businesses (large and small), government departments, hospitals, and etc, all use the internet. In fact, they are all depending on the internet, as it is now the platform used to communicate and transfer data. Whole operation of these companies relies on the internet.
Communication wide, now there are video conferencing, texting, messaging, email, and other ways to communicate with customers, suppliers, and internal members of a business. All of them based on the internet. However, the good old phone call remains the main way of communication. For example, if it is urgent you would call, instead of sending an email to someone.
When it comes to phone systems, there are a few platforms available to businesses. Traditional PBX, mobile phones, local VoIP systems and cloud-based VoIP. In this article, we are going to explore the cloud-based VoIP system and the advantages of VoIP for business.
Portability is probably one of the most important benefits of a cloud-based VoIP phone system. Traditional phone systems (PBX) only work on the same site where it is based (or installed). All the handset phones are connected through wires (or even wireless) to the PBX in the office; it means it only works there. There is no portability at all.
In a cloud-based VoIP system the handsets are connected wireless to a cloud. It means the devices can be used in the office, at home, or on remote sites. All you need is internet service where you want to use the VoIP handset. For example, a receptionist now can work from home, as he or she can receive calls as if he or she was in the office, then transfer the call to someone else regardless of where that person is. The person who is calling does not even realize the receptionist is not in the office.
This is also very handy if the business is moving locations. The company does not need to worry about moving the phone system at all. The VoIP handsets are just plug-and-play, so it guarantees the uninterrupted service of the phone system during the move.
The users do not even need a proper VoIP handset, softphone extensions are APPs that can be downloaded to mobile phones. With this, the user can make and receive calls using his or her mobile phone as if they were in the office using their desk phone.
In terms of portability, cloud-based VoIP phone systems are the state-of-art technology and no other platform offers the same features and benefits.
The features offered by a VoIP phone and VoIP handset are mind blowing. Some of them are not supported by traditional phone systems, so the only way to have them is by using VoIP systems.
Small businesses can have access to high end features by using cloud-based VoIP systems. Video conferencing, voicemail to email, call queues, just to name a few features.
PBX hardware is expensive. Cloud based VoIP systems are better, more reliable, and inexpensive compared to traditional telecom services. There is no need for physical lines or old technologies such as ISDN, which needs physical connection in the premises. Cloud services virtually do not need any hardware in the premises, just VoIP handsets and even these can be avoided if you use a softphone (app) installed on your mobile, PC, or tablet.
The monthly subscription will include calls fees. It is normal to discuss the features the business needs before setting up the services. A good cloud-based VoIP provider will include all the needed features in the subscription, so the business knows exactly how much it will spend with its phone system.
As a rough estimation, businesses save up to 70% on telecom cost when they switch from traditional landline phone systems to a cloud-based VoIP system.
Up scaling your cloud-based VoIP phone system could not be easier. If you need to add more VoIP handsets to the system, it can be done by clicking a button. Adding extra lines does not need to be an expensive and time-consuming task. VoIP phones can be purchased as needed; you can even buy IP phone online. You do not even need them, if you decide to use softphones.
This is particularly very handy to businesses that are project based. When there is a project the business hires a great number of employees, but when the project is over the number of workers is reduced. Expanding and reducing the business phone system can be an expensive and complex task if the company uses traditional landline services.
The recent events COVID-19 has brought to the world, is a good example that sometimes businesses do not run smoothly. Natural disasters such as floods and fire, or even accidents can disrupt the normal operation of a business.As explained before, the workers do not need to be working from the office to access cloud-based VoIP systems. It does not matter where they are, and which VoIP handset they use. The corporate phone system will be always available regardless of location and device they use. Does VoIP require internet? Because cloud VoIP systems do not rely on hardware, and not even internet in the office to operate properly, even if the power is down or the internet is not available, the phone system will remain operative.