As a growing business, you are probably trying to leverage every tool that you have as effectively as you can. And why shouldn’t you? Leveraging the tools that you have access to is a way to make sure you are getting the full value out of the products that you have already implemented into your business.
A VoIP system is one of those tools that you should be leveraging to its fullest extent. Whether you already have a VoIP system, or are looking to adopt one, we are hoping that you will leave today feeling more confident on how you can leverage a business phone system.
In today’s post, we are going to walk you through what a VoIP phone system is, and how it is different from a traditional telephone system. From there, we are going to share with you why a VoIP system is perfect for growing businesses. We then are going to give you real, implementable tips on how you can grow your business even further once you start leveraging your VoIP business phone system.
In the end, we hope to leave you feeling confident in the tools you already have, or may soon adopt.
If that sounds good to you, we can’t wait to get started sharing with you what a VoIP phone system even is.
A VoIP phone system, also known as a Voice over Internet Protocol system, is able to send and receive phone calls over an IP network. This simply means that these phones rely on the internet to send and receive voice signals, as opposed to traditional telephone wires.
You can use a VoIP phone just like a regular phone, as the technology that makes a VoIP system possible works behind the scenes.
A VoIP phone will convert your voice signals into digital data packets, which are then sent across the internet. A VoIP system can offer all of the same options that an office private branch exchange, also known as PBX. What that means is that a VoIP system can be an effective solution for businesses as it can have multiple lines, and other important business phone features such as call forwarding, voicemail, conference calling, and so on.
Let’s dive a little deeper into the technology behind a virtual phone.
The technology behind the phone system is where one of the key differences between traditional phones and these systems lies. Instead of relying on the antiquated phone lines, aka those copper wires that were installed decades ago, your phone is able to send and receive voice signals over the internet. The process can be broken down into a few steps:
This process is done instantaneously. There is no delay between voice signals from a VoIP system and voice signals from telephone wires. That means you won’t experience any lags in the call or awkward pauses.
Within virtual phone systems, also known as VoIP solutions, there are both on-premise and cloud-based options available for teams to choose between. An on-premise solution means that your business would be hosting all of the necessary servers at your physical location. This can come with a lot of maintenance and overhead expenses, and is really only feasible for large enterprises with the means and space to host these bulky servers.
With a cloud-based solution, you are taking advantage of servers that your provider is hosting for you. That can help reduce associated costs, and you won’t have to worry about the logistics involved in maintaining the associated infrastructure.
While VoIP technology, in general, is a great way to take advantage of the next-generation tech, a cloud system helps you avoid the significant expenses that come with an on-premise solution.
A traditional phone system will use hardware that is connected to landlines. These landline systems have been implemented by a local phone company, and consist of copper wires. A traditional phone system converts sound into an electrical signal that travels through copper wires, where they are transmitted to the person you are calling.
There are a few downsides to landlines, which is why businesses have been making the switch to VoIP. Landlines can be quite expensive, and can be subject to issues due to poor weather or outdated wires. Your business would also be tied to one physical place, making remote work impossible.
VoIP phones have become a more accessible and affordable option for businesses of all sizes. It makes sense to consider a VoIP system if you are hoping to reduce your communication expenses.
VoIP systems are oftentimes a great choice for growing businesses. We wanted to walk through a few of them so that you can understand how your growing business could benefit.
Let’s break those down a little bit.
Ease of Use
The best VoIP systems are designed to be easy to use, and easy to implement from the start. This will include robust support options, including demo calls, a resource library, and more. Having support at your fingertips especially as you get started is an easy way to make sure that you will get the most out of your VoIP system. This is also great for growing businesses because you won’t have to have a dedicated team member for figuring out how to implement this new technology. Instead you can relax knowing that you will be able to take advantage of a high tech solution, even if your team isn’t made up of technology experts.
Having a VoIP system means that you will be able to easily scale your phone system both up, and down. With a hosted VoIP solution, you will typically be paying per user. That means you won’t have an overly expensive system, or be locked into a certain number of users. Instead, you can easily add new team members, new devices, and even new locations with ease.
Your team may consist of remote workers, or you may just want to be prepared in case we ever enter another 2020 style lockdown. Having a business phone system that isn’t tied down to one physical location can help with that. When you take advantage of a VoIP system, you will be able to access your business phone no matter where you are, as long as you have a reliable internet connection. This can help you add more team members who may prefer working remotely.
VoIP phone systems are known to offer advanced features, in an easy to use manner. This can include taking advantage of a virtual receptionist, who will be able to greet your callers and route them to the right person. You will be able to present a professional business image, without having to spend extra money on services that may not be in the budget at the moment. Other advanced features can help your team save time, provide high quality customer service, and more.
LIke we said before, with a VoIP system you aren’t locked into an expensive plan. Instead, you pay a certain price per user. This can help you avoid paying more than you have to based on the size of your team. You are also able to save big by ditching expensive hardware or pricey software. Most VoIP systems are accessible through devices you probably already have, such as desktop computers, smartphones, and tablets. If you choose to use a smartphone or tablet, you can access your business phone from a designated app, instead of your native phone number. This can help you separate work from personal calls, and avoid giving out your personal phone number to clients.
If you leverage your VoIP system right, you will be able to effectively grow your business. We wanted to share a few ways that you can easily see improvements in your growth, simply from using the right phone system.
Stay connected from anywhere, at any time
Your business will flourish when you are able to tend to it wherever you are. If you are a business that is often going to your clients, flying around to find new suppliers, or are otherwise on the road, being able to stay connected to your team and customers is crucial. Being accessible to your callers no matter where you are is a great way to retain, and gain, loyal customers.
Leave your existing customers more satisfied
With a VoIP phone system, you can take advantage of features such as smart integration to leave your customers more satisfied. Being able to connect your business phone to your CRM will allow you to track important information, and better serve your customers. This can help you retain customers, even when they are calling because they are having an issue. Being able to better serve them, will leave them more satisfied and more likely to return.
Encourage potential customers to reach out personally
If your business grows a reputation for great phone communication, or even if you simply make your phone communication presence known on your website, potential callers will be more inclined to give you a call. This can help drive sales and more intimate connections, which are bound to convert to more paying customers.
Save time and money
If you are saving time and money on your voice communication, then you will be better positioned to tend to other important tasks. Your business VoIP provider should help by offering important time saving features such as blocking irrelevant calls, determining caller intent, and routing calls to the proper agents. Creating more efficient phone communication is easier with the right technology on your side, and the benefits can be significant!
Easily track important metrics
Keeping track of important data and information has never been easier. Your VoIP provider should be able to give you access to a robust call logging system that can keep track of call recordings, and even add customizable tags to your phone calls. That way you can easily see how many calls are support related, new customers, and more.
These are just a few of the ways in which a VoIP system can help your business grow. When you take advantage of more effective technology, all of your processes related to that technology will instantly become simpler. Streamline your phone communication, and you’ll be able to see incredible results.
We hope that you have learned everything that you need to know about the importance of a VoIP system for a growing business. Whether you are an existing business trying to expand, or a new business getting started, you can benefit from a business VoIP solution. We hope that you now feel confident in the technology behind a VoIP solution, and you know exactly what benefits you should be expecting when adopting a new system.
Adopting a VoIP system may seem like a daunting task. However, you will know that you have found the right solution when you find a provider who makes it easy to get started, and provides continued support throughout your time with them.
That is why we wanted to mention Yodel’s free 14 day trial. Signing up comes with no commitment, and you can see the benefits of testing out a virtual phone system before locking yourself into one provider. Our team is always available to help out, with helpful demo calls, webinars, and resources for you to take a look at.