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10 Reasons VoIP Phone Service Will Transform Your Business

Daniel Blechynden
10 Ways a VoIP Business Phone Service Can Be Useful
Traditional analog phone services can be quite restrictive in the modern world, as they require specialized phone lines and don’t usually integrate with modern software.

Because of this, business VoIP systems are becoming increasingly popular. With a VoIP business phone service, you will be able to make and receive phone calls from your computer, smartphone, or VoIP-enabled hardware.  

However, many businesses have yet to make the switch to VoIP. Here, we take a closer look at 10 of the top benefits of VoIP phone service and why it will transform your business. 

1. VoIP Is Affordable

One of the best things about business VoIP phone systems is their cost. They are much more affordable than traditional phone networks, both to install and to run, making them a great option for small businesses with tight budget constraints.  

For one, there are no expensive hardware or installation costs if you use a VoIP system. Leading providers like RingCentral and Vonage enable you to install their VoIP software so you can make calls on your existing computers and mobile devices. Then, all you need is a stable internet connection. 

VoIP systems also come with much lower operating costs. For example, since voice data is transmitted via the internet rather than traditional phone networks, some providers enable you to call virtually anywhere in the world for free

Various other tools that usually come for free with VoIP platforms, such as business voicemail and call routing, are often only available at an extra fee with traditional analog phones. 

2. Some Systems Support International Calling

With a traditional landline business phone, you usually have to pay quite high fees for international calls. Some cell plans are slightly better, including a number of international minutes, but even these are quite restrictive. 

Many of the best business VoIP solutions, however, come with unlimited international calling. They can offer this because they don’t transmit data via the traditional phone network. 8x8, for example, offers free unlimited calls to up to 47 countries around the world. It also enables you to register a toll-free international number for more than 120 countries.

This VoIP feature has proven particularly useful for larger countries running international call or contact centers. With the right contact center VoIP providers, you can deliver premium customer service from an international location. This can be particularly beneficial from the workforce management and labor cost points of view. 

3. VoIP Is Convenient

The modern business world is becoming increasingly competitive. To be successful, you usually need to take advantage of whatever competitive edge you can find. VoIP represents one such edge, as it enables you and your team to work more efficiently. 

For example, most VoIP systems come with native mobile apps that you can use to transform your smartphone into a VoIP softphone. This essentially means that you will be able to use your smartphone to manage every aspect of your business phone system from virtually anywhere with an internet connection. 

One way this could be helpful is if you have a long commute. Rather than waiting until you arrive at the office to deal with things like customer messages and voicemails, you will be able to start working on them while you’re on the bus or train. Productivity tools such as voicemail-to-text (which transcribe your voice messages and deliver them in readable text format) can also add extra functionality that’s also very useful.

4. You Will Be Able to Access Your Phone System Remotely

Connectivity is one of the keys to running a successful business. Tools that enable you to maintain contact with your team, such as VoIP phone systems, are excellent for promoting and enabling business connectivity. 

For example, most VoIP systems come with a native mobile app that enables you to access and manage every aspect of your phone service. There are often built-in communication tools that enable you to message and/or conference with colleagues and employees, no matter where you or your team is. 

With the rise of remote working, this ability to access software from various locations has become more important than ever. Your employees will be able to perform the required tasks without coming into the office. 

Remote access also enables you to perform various admin tasks from home if required. You will also be able to monitor employee performance to ensure everyone is performing the tasks they should be. 

5. VoIP Often Integrates With Other Business Software

Most business VoIP providers offer streamlined integrations with various workflow-management and productivity programs. By linking your VoIP with programs, you can streamline common actions and ensure your employees are working as efficiently as possible. 

For example, you might be able to integrate your VoIP system with your CRM platform. This will enable the two platforms to share data automatically, reducing the number of manual data-entry tasks required. In some cases, it will also enable you to perform specific actions related to the two platforms. For example, you may be able to make and receive calls from your CRM software without having to open your VoIP program directly. 

If we take RingCentral as an example, you will see that it offers hundreds of apps covering integrations with everything from SalesForce and Microsoft Teams to various customer service and marketing tools. 

6. VoIP Is a Modern Solution With Modern Features

Modern VoIP systems are backed by a suite of innovative features that you won’t find with a traditional analog phone. For example, many m come with video conferencing and intra-company text communication tools. 

On top of this, the best business VoIP providers offer platform-independent phone systems. This basically means that they can be used on a variety of devices. For example, it’s common for a VoIP service provider to offer both desktop and mobile apps. 

Because of this, you won’t have to worry about purchasing and/or installing new phone hardware. If you have any sort of business computers or mobile devices already, you can just use these.  

7. VoIP Systems Are Highly Scalable

Another feature of VoIP phone solutions that is great for growing businesses is their scalability. With the right system, you can add and remove profiles from your subscription with the click of a button, enabling you to cut costs whenever you need. As long as you have enough devices for your employees, you won’t have to worry about adding extra equipment or infrastructure. 

This is the opposite of traditional landline systems, which can be very difficult to scale. The size of a traditional system is usually constrained by your infrastructure and the number of phone lines and ports available. And even adding the infrastructure for a handful of new phones can cost thousands of dollars. 

8. You Can Select a Geographical Phone Number

Traditional landline phones only let you use a phone number with your local area code. However, this can be quite constraining if you work in multiple locations nationally or internationally and require a local number for each location. 

Luckily, VoIP systems usually let you add local phone numbers to give you a presence in different countries or regions. This may cost a few dollars per month, but you shouldn’t have to pay too much. 

For example, let’s say that you’re a US-based company selling a software product in the US, Canada, and Mexico. Many VoIp providers will enable you to add US-, Canada-, and Mexico-based support numbers to your VoIP plan. These will all route to your main business phone and allow you to give the best customer service possible. 

9. Some VoIP Systems Come With AI Responders

AI (Artificial Intelligence) technology is becoming a part of everyday life. And some VoIP solutions come with AI responders that enable you to provide the highest level of customer service possible. 

With an AI auto-responder, you can create various menu options that enable customers to solve their own problems. Most VoIP technology comes with voice-controlled menu options, and you can even use tools like this to route callers to the correct department. 

Some customer-service-focused VoIP systems also come with automatic text response tools. These are particularly useful if you and your team are unable to answer the phone at all hours, as you can use them to configure a text letting callers know that you will get back to them as soon as possible. 

10. You Will Have Access to Analytics and Reporting Tools

If you have a large team of employees using your VoIP system, you will likely benefit from analytics and reporting tools. Most VoIP systems come with advanced reporting tools that enable you to view employee performance, ensure customers are being dealt with in a satisfactory manner, and train new employees.

For example, let’s say that your analytics tools are showing that customers are waiting on hold for, on average, 30 minutes. This clearly is too long, and armed with this information, you might decide to hire more staff to deal with calls and reduce wait time. 

Conclusion

Modern VoIP solutions offer so much more than basic voice communication. Even the simplest systems come with a range of extra features and can be used on multiple mobile, desktop, and specialized devices.

Here, we’ve outlined 10 reasons you should be using a VoIP system to manage your business communications. VoIP business phone systems are convenient, affordable, and enable you to manage your system on the go. They are highly scalable, and you won’t usually need specialized hardware. Plus, most come with various perks, like international calling and AI responders, and call-management and reporting tools.

Daniel Blechynden
Contributing to Top10.com, Daniel’s writing focuses on technology, science, and dependable reviews. He has been a regular critic of software and products from various industries for several years, often utilizing his academic background in the sciences.