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Why VoIP Is Better For Small Businesses

As more and more businesses make a move from brick and mortar locations, with on-site employees operating during standard business hours, to virtual locations, with employees working remotely, at all hours of the day or night, VoIP communication services have begun to replace the traditional phone systems of yesterday steadily. 

Today’s global economy operates around the clock, and that requires small business solutions that are scalable, flexible, and able to operate from anywhere in the world. VoIP services are able to easily meet and exceed the demands of the modern-day business environment. Best of all, VoIP is generally able to provide these enhanced business communications services for a fraction of the cost of a traditional phone service plan. 

Let’s take a deeper look at some of the top reasons why VoIP is the better choice for most small businesses.

Enhanced Flexibility & Mobility

Traditional phone systems link a phone number to a specific location or individual phone. In today’s increasingly mobile society, this can cause unnecessary headaches for businesses and their employees. During the days when businesses conducted the bulk of their operations from brick and mortar locations during standard business hours, a business phone number tied to that location was sufficient to get the job done. 

In today’s global economy, the workday can extend around the clock, and workers often work from locations far from the company headquarters. This presents a problem for traditional phone systems. VoIP is the solution to these location and time constraint issues. Because VoIP service is cloud-based, employees can make and receive calls from the business phone number from anywhere in the world, at any time of day. 

All that is needed to make or receive phone calls using a VoIP business phone number is access to the internet. Employees use their mobile device, laptop, tablet, or personal computer to log into the VoIP app and begin making and receiving calls wherever they are, at any time of the day or night. 

No Equipment To Buy, Install, Or Maintain

Traditional phone systems rely on wires, antennas, and cellular plans to connect the subscriber to the phone service. For business owners, this means making an appointment to have a telephone company technician install the necessary telecommunications equipment on-site and paying for service calls when the equipment malfunctions. Depending on the nature of your business, it could also mean a hefty investment in interconnected office telephone systems requiring an individual telephone base and handset located on every desk, as well as the cost of supplying mobile business devices for all employees working out in the field. 

If your business were able to avoid the cost of landline on-site telecommunications equipment, you would still be on the hook for supplying a mobile business device with a business service plan for each employee. Of course, this means covering the cost of the inevitable repairs and replacements needed as business devices age, get dropped or go missing.

With VoIP service, your employees can use their laptop or computer to log in to the VoIP app and begin making and receiving calls using nothing more than a standard internet connection. There is no equipment to buy, no need for a technician to install or repair complicated equipment and wiring, and no need to purchase a supply of landline telephones for every desktop or expensive mobile device for every employee. 

Better Service

As the quality, speed, and reliability of the internet have improved, so has the quality of VoIP service. The cutting-edge technology used for VoIP communications results in crisp, clear audio quality that far exceeds what is possible with standard landline telephone service. 

There is no need to worry about the reliability of VoIP service either. VoIP calls can be routed over any internet connection, including broadband, WiFi, and cellular data plans. This ability to use any internet connection available creates a built-in redundancy that means your employees will always have a reliable way to connect and communicate with your clients in almost any environment.  

With the ability to choose the most optimal internet connection for each location, your employees can count on a solid connection that greatly reduces the risk of dropped calls or garbled audio. With 5G connections beginning to roll out worldwide, the quality and reliability of VoIP communication will only improve from here.

Scalability

As your business grows and expands, it inevitably changes forms. You may need to hire new employees, set up new headquarters in key locations, extend your hours of operation, and adopt new ways of communicating with potential and existing customers. With a traditional phone, system changes would result in a new outlay of capital to install new telecommunications hardware, run new wiring, and supply new employees with mobile devices for off-site use. 

VoIP service makes it infinitely easier and far less costly to scale up your communications as your business grows without the need for a dedicated IT solutions team. You can go onboard as many new employees as you like from anywhere in the world with as much ease as setting up a new email account. Within minutes you can have your new employees set up in your new business location and ready to make and receive phone calls from your business number with just a few clicks of the mouse.

Best of all, VoIP services are often offered on a pay-as-you-go plan meaning that you only pay for what you need. This makes it simple to scale your VoIP services and costs up and down as your business needs change.  

Improved Features

We are all familiar with the standard features offered by most traditional phone service providers. Call waiting, call forwarding, and voicemail services are certainly must-have features for any small business telecommunications system. VoIP services are no exception. However, VoIP services take these standard communication features and improve upon them to add an even greater level of functionality and convenience. Let’s take a look at some of the top features available with VoIP services.

Virtual Phone Numbers

VoIP service allows you to choose any phone number to connect to your VoIP service. This means that you can create an array of virtual phone numbers for every locality where your business operates within. 

To illustrate the usefulness of this feature, imagine that your business, headquartered in the United States, has a large customer base located in China. With a few clicks, you can easily create an array of virtual numbers formatted to the local Chinese telephone number system making it easier for customers located in China to reach out and connect with your US business using a phone number format that is recognizable and familiar to them. 

Call Routing

VoIP enhanced call routing services can greatly reduce or even eliminate the risk of missing an important call. Set up your VoIP call routing protocols to direct incoming communications to the device or devices of your choosing. 

In practical terms, this means that you can set up your VoIP call routing feature to ring through to your business location. In the event that there is nobody present to answer the call at your primary location, the VoIP service can be set up to redirect the call to any set of mobile devices, laptops, home telephones, tablets, or other personal devices. 

With the ability to send calls to any number of devices, there is no need to miss an important business communication again.

Full-Service Conference Calls

The cutting-edge technology used to provide VoIP services means more than reliable, high-quality audio calls. This same technology provides the means to host and participate in enhanced conference calls and video calls as well. 

VoIP services allow business owners and their employees to host and participate in conference calls or video calls with an unlimited number of participants with no degradation in quality and little risk of dropped calls or frozen connections. 

Enhanced Security

Because VoIP calls and communications are routed through a central cloud-based system, the administrator of the VoIP system is able to exercise greater control and surveillance over incoming and outgoing communications. In today’s world of ever-increasing cyber threats, the need for proactive cybersecurity and data protection procedures is more critical than ever.

Automated Greetings & Messaging Services

While the advanced call routing features offered with VoIP service mean that your calls can be redirected to wherever you are, there are still bound to be situations where nobody is free to answer the call. Fortunately, VoIP service provides an excellent array of top-notch online telephony features that extend far beyond the basic voice messaging service provided by traditional phone service systems. 

VoIP’s advanced online telephony services can be programmed to provide a customized greeting to incoming callers, determine the caller’s intent, and route the call to the appropriate service, which can then offer the caller pre-recorded information or assistance specific to their issue or instruct them to leave a message which can then be prioritized and routed to the appropriate party. 

This advanced online telephony capabilities of VoIP service mean that your customers are always able to receive the information or assistance they need in a timely fashion even when there is nobody available to take their call physically.

Significant Savings

Finally, what may be one of the most important features of switching your small business communications to a VoIP system is the promise of significant cost savings. The pay-as-you-go style of VoIP services allows you to dramatically reduce the cost of your business communication services by only charging you for the services that you actually use. 

Most business clients report a savings of 40% over the cost of traditional phone services for domestic calling and as much as 90% savings over traditional international calling services.

When you factor in the fact that there is no equipment to buy and no need for costly technician service calls to install, repair, or upgrade system components or wiring, the cost savings of making the switch to a VoIP system are clear.

Contact ALFA Business Inc. Today!

Contact us today to learn more about VoIP services, as well as the many other small business solutions ALFA Business Inc. and Print Alfa can offer your small business. Our dedicated team of professionals offers services ranging from dedicated IT solutions to cyber security and document shredding and storage services, MFP equipment office rentals, and so much more.  

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