Communication is crucial to the success of day-to-day business operations. As your company grows, it will need a reliable phone solution that supports the needs of an expanding client base. Businesses of all sizes are opting for VoIP systems.But why should anyone choose VoIP as the best phone system for small businesses?
There are many reasons. You can think of cost-friendliness, simple setup, ease of use, scalability, and accessibility. VoIP systems dominate over other conventional methods in almost every aspect.
This guide discusses these and other reasons in detail and provides valuable tips for choosing the best VoIP service. Read on so you can make an informed decision.
What Is a VoIP Phone System for Businesses?
VoIP is a technology that allows users to make voice calls over the Internet. VoIP stands for Voice over Internet Protocol. VoIPs are cloud based systems, eliminating the hassle of installation and maintenance costs of traditional phone services. The technology is more advanced and more efficient than other modern phone systems, such as PBX and KSU.
How Does a VoIP Phone Service Work?
VoIP works as its name suggests. As mentioned, users make voice calls over a broadband connection with the help of VoIP software. First, you need an internet-enabled device like a smartphone, PC, or tablet. Next, install your VoIP provider’s software and set up an account. After that, your cloud-based phone will be all set!
When you dial a phone number through VoIP, the software sends an analog voice signal to your VoIP service provider. The provider then compresses this audio signal and changes it into digital data. After that, using real-time transport protocol (RTP), this digital voice packet is sent to your recipient.
Security is vital throughout the process. Therefore, VoIP providers usually transmit data packets via a secure real-time transport protocol (SRTP) – encrypted RTP version. Business owners can make and receive local and international calls with VoIP.
Why VoIP Is the Best Phone System for Small Businesses?
VoIP, as a small business phone system, offers many benefits. These include mobility, scalability, increased productivity, and incredible call quality. VoIP phones also guarantee lower call costs.
But in addition to that, there are many reasons why you should consider VoIP for your small business:
Landlines Are Almost a History
Landlines had many flaws and limitations. No wonder most businesses have moved away from them. These business phone systems are nearly a thing of the past. Small, medium-sized, and large businesses alike are opting for VoIP for its unmatched efficiency and the benefits mentioned above.
It would be best if you also followed this industry trend. The system is easy to set up, easy to use, and accessible—a game-changer compared to the traditional phone system.
You Can Make Cheap Long Distance Calls
VoIP transmits information using the Internet. Communicating with long-distance customers, prospects, and other stakeholders can cost a hefty amount of money each month using the conventional method. With VoIP, long-distance calls are relatively cheaper and sometimes free!
There’s Broadband Everywhere
Today, you don’t need to search everywhere for broadband. Every hotel and coffee shop provides Wi-Fi to its customers. You can connect with your clients or customers anywhere, anytime, hassle-free and cheaply.
VoIP is Highly Accessible and Portable
Its ability to support multiple devices is incredible. You can install VoIP desktop apps to make or receive desk phones seamlessly. When you’re out of the office, you only need a laptop connected to the Internet. Mobile apps also let you use VoIP on your phone. In other words, you can work and collaborate with your teams on the go!
VoIP Offers Internet Voicemails
Most VoIP services offer internet voicemail. As a small business owner, you don’t have to worry about missed calls, your PC being switched off, and other similar issues.
Even when the connection is lost, you’ll receive all your voice messages and a few service text messages as soon as you’re reconnected.
VoIP Increases Business Success
You can make countless calls for less. But most importantly, the VoIP phone system improves productivity and communication in your business.
For example, there are groups of extensions called Ring Groups in VoIP. They are used to efficiently dispense calls to specific departments, such as support. They will ring at the same time when there’s an incoming call. That way, a caller can reach a customer support agent faster. As a result, a business can serve more customers within a short time and scale faster.
How to Select the Best VoIP Provider for Your Small Business?
There are hundreds of VoIP phone system providers globally. Each of them has their features and pricing. It would help if you chose a service provider that fits your bill and satisfies your business needs. Below, we’ve discussed fundamental questions to consider:
Does the VoIP Provider Offer All the Necessary Features?
Different VoIP phone systems may offer varying features and capabilities. The best service should provide advanced features for efficiently handling outbound and inbound business communications. These include call forwarding, business texting, and call reporting and analytics.
How About Reliability and Uptime?
Reliability and uptime are other critical considerations. A trustworthy VoIP service provider has a proven track record of guaranteed uptime of at least 99.9%. That ensures minimal service disruptions.
Ensure you have answers to a few critical questions. First, what does the provider’s infrastructure look like? Second, what are their disaster recovery capabilities? Third, do they have proper backup and redundancy measures in place?
Can Your Business Phone Services Scale Up With Your Business?
If you have plans to scale your business, go for a provider that can sustain the growing requirements. An easily scalable solution will allow you to scale up your operations anytime.
How Does This Small Business Phone System Integrate With Third-Parties?
Select a provider that can integrate with third-party systems. These include help desk software, CRM tools, and business productivity apps. Suppose your small business phone system can integrate with your CRM. In that case, all calls and call data will be automatically logged into your CRM system. Your agents will not need to do it manually, constantly switching between different tools. Repetitive tasks will be automated, leading to enhanced team productivity.
What’s Your Provider’s Flexibility and Customization?
Select a flexible provider that fits your specific business requirements. Choose one that leverages customizable call flows, advanced call routing options, and integration with your existing business systems. Choose providers who offer highly customizable solutions that can accommodate your unique needs.
How About Security?
VoIP operates over the internet, making your and your client’s data susceptible to security risks. So, you want a credible vendor that takes safety seriously. Ensure your provider guarantees the following:
- High-level encryption
- Advanced account management
- Multi-factor authentication
- Multiple data centers
What Are the Costs Involved, and Are They Affordable?
Go for a provider that offers the best value for your money. Pay attention to all the costs involved. For example, do you need to pay an account activation or a one-time installation fee? Will you be charged per user and on a monthly or annual basis? What if you decide to upgrade to the next level? Should you expect a higher price?
How Reliable Is Their Customer Support?
It would be best to have a reliable and responsive VoIP provider who can help you 24/7 when something goes wrong.
Your Best VoIP Phone System for Small Businesses: Ringblaze
Ringblaze is a secure and reliable VoIP phone service trusted by users globally. This modern business phone solution offers a wide range of features for less. It’s a one-stop communication hub for small businesses.
What Are the Ringblaze Features?
It doesn’t matter whether it’s just you or if you have employees and plans to expand. Ringblaze is rich with features to keep you connected with your clients hassle-free. The following are some of the features that make Ringblaze the best phone system for small businesses. See how they can help you grow your business:
- Create phone numbers. Separate your work and personal communication. An office phone number will also improve customer service and enhance your privacy.
- Forward calls. Close more deals and increase productivity by getting more client calls answered.
- Record calls. Enjoy many benefits, including capturing critical details you might have forgotten or missed. Also, keep tabs on your customer service teams and see how they have evolved.
- Make and receive calls globally. Expand your connections. Always stay in touch with your clients regardless of their location.
- Website call widget. Set up a click-to-call widget on your site to serve customers better and boost engagement and conversions.
- Auto attendants. Direct your callers to the appropriate person. Streamline call management efficiency by reducing caller waiting time.
- Access on desktop and mobile. Enjoy more accessibility and complete portability. Connect with your clients even on the go!
- Business texting. Send mass messages for a fraction of the cost. Send texts over your clients’ internet connection and save money.
- Team collaboration. Let your clients enjoy improved communication and efficient processes. Increase success for your business.
Ringblaze is easy to set up. Users can create and optimize their virtual phone systems in minutes! You don’t require any IT expertise or help from an expert.
What Is the Ringblaze Cost?
As mentioned, our VoIP is budget-friendly and can be scaled to meet your customer demands. Our pricing is completely transparent; there are no hidden costs. You only need to pay $15 per user per month (billed annually) to enjoy unlimited calling in the US and Canada. If you’re on a tight budget or want to avoid committing for an entire year, you can bill the service monthly at $19.
Upon subscription, you’ll get a dedicated account manager. They will ensure the communications solution meets all your business needs and help fix any issues.
But the best part is that there’s a free trial! That allows you to explore all the features before deciding. Check more details on the Ringblaze pricing page.
Conclusion
You now know why you should choose VoIP as the ideal phone system for your business. Also, our article highlighted essential tips for finding the best VoIP phone service provider. This information will help you make the right decision for your business.
Remember, Ringblaze is one of the most pocket-friendly business phone systems. It comes with sufficient phone features to help you deliver satisfying customer experiences to your clients. Subscribe and never miss any of your business calls!
FAQs
How Does VoIP and Video Conferencing Differ?
The former is used for voice, while the latter is designed for video communication. Video conferencing also has more advanced features than VoIP. These include screen recording and sharing.
What Is the Difference Between Virtual and VoIP Phone Systems?
The difference between virtual and VoIP systems is the overall calling experience. VoIP services provide many call handling and management options, such as call forwarding. On the contrary, virtual phone services run on existing phone lines and networks. As a result, you’re less likely to see a change in the quality of calls.
Can You Use Your Cell Phone as a Business Phone?
Yes. You don’t need to buy another device to separate business from your personal life. You can get a different work phone number on your existing gadget. The best part is that you don’t need a dual SIM card. Just find the right VoIP provider!