One of the concepts that are thrown out a lot in communication is that VoIP is only suitable for large businesses. Spoiler Alert! No.
One report by Startupanz stated that startups can reduce their communication cost by 90% by using VoIP. However, cost-effectiveness is not the only benefit of VoIP. VoIP or Voice over Internet Protocol is beneficial for small businesses in terms of the scope of features, scalability, and flexibility.
Benefits of VoIP for small businesses
Let’s have a detailed look at the advantages of VoIP for your small business.
1. It is affordable
Let’s get this straight – when compared with a landline system, a VoIP phone system is always more cost-effective.
Firstly, it leverages the existing internet infrastructure which eliminates the need for extensive physical wiring required for landlines. This reduces the initial setup cost.
Secondly, VoIP calls are transmitted over the internet which reduces the international call charges for your business. If your business has a global clientele, these reduced per-minute charges aid in the scalability.
Thirdly, a VoIP line is available at a cost of less than 50% of what a landline phone line costs. Basic packages start at £7- £10.
| Cost of landline phone line | Cost of VoIP phone line |
|---|---|
|
Lowest: £20- £25
|
Lowest: £7- £10
|
|
Highest: £25- £60
|
Highest: £20- £50 |
Fourthly, VoIP service comes with default features like call forwarding, automated attendants and voicemail-to-email at no extra cost, while you may have to pay for them if you persist with a landline system.
Fifthly, VoIP can be activated on existing devices like a laptop and mobile phone which means you might not even need physical desk phones for your start-up’s customer care officers.
2. It increases flexibility
Since VoIP is a cloud-based technology, hence it allows your employees to manage calls from anywhere with an internet connection. Whether they have a non-fixed VoIP which is not linked to a physical location or a fixed VoIP in the office space, they can make and receive calls easily. This is ideal for remote work as employees can use their office numbers on their mobile phones even if they’re thousands of miles away from the office.
Also, it comes with advanced features like video conferencing and call analytics. Remote and in-house workers can use these to carry out meetings that increase collaboration and team’s performance.
Moreover, your employees can use VoIP on their digital devices within the office, allowing them to seamlessly move around to find a colleague for assistance with a customer inquiry or handle other tasks, such as making coffee, while on a customer call.
3. It makes your system scalable
Scalability is one of the top benefits of VoIP for small businesses. As your business grows, your call volume will increase too. VoIP service enables you to add new virtual lines easily. No complex setup or process is involved. You just have to contact your VoIP provider and it will be done within minutes.
Moreover, you can upgrade the existing VoIP packages of your employees with added features like recorded meetings, ring groups and call analytics without needing any hardware.
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4. Customer service is improved
Certain features of VoIP phone systems improve the customer experience for your customers.
The first one is the Interactive Voice Response (IVR). This uses pre-recorded voice prompts and menus to present options to callers. It quickly directs them to the right department which reduces wait times. Advanced IVR systems even recognise repeat customers and provide them with personalised responses.
The other one is an auto-attendant which is an automated system that directs incoming calls to a specific department or menu options.
The next one is call analytics. This feature provides detailed data insights on call patterns, call volumes and peak times which can be used to optimise customer service.
The next one is voicemail-to-email which transcribes voicemail messages and sends them to emails of the employees. This feature ensures that no client/customer messages are missed and timely responses are initiated.
The next one is mobile VoIP which is a mobile application that allows VoIP to be used on smartphones. Employees can use it to manage calls from anywhere which enhances responsiveness.
Another one is call parking which allows the call agents to pick up a call from another extension or device. This is particularly helpful for businesses where calls need to be transferred to different people.
Let’s consider this VoIP example:
If a receptionist answers a call and the caller needs to talk to the order department, the receptionist can park the call for the cleaning department to pick up from their own phone.
5. It is easier to fix
VoIP systems can be troubleshooted through a web-based interface which means the issues can be resolved without the need for a technician. Since the system is cloud-based and managed by a VoIP provider, many software and hardware issues are handled off-site.
6. It is more secure than landlines
VoIP provides more security provided the security measures are in check. With landline systems, physical trespassing is quite common but that is not the case with digital communication.
In digital communications, cybersecurity is a threat but many VoIP providers nullify it with measures like:
- Firewalls.
- Encryption.
- Authentication.
- Network segmentation.
What should you look for in a VoIP for a small business?
Did you get the answer to “Is VoIP good for a small business” now? But we get it, it still feels risky to invest in a new technology as a small business.
Here are some points that will help you to choose the ideal VoIP provider and package.
- Evaluate the total cost of VoIP including the setup cost, monthly fees and potential savings on long-distance international calls. Then decide whether it fits in your budget or not.
- Determine whether the VoIP provider is reliable or not. This includes uptime guarantees, social proof, call quality assurance and security measures. You can get free VoIP quotes from Compared Business.
- Identify the specific features you require such as call analytics and conference calling and see if the selected VoIP package includes that at affordable rates.
- Determine whether the VoIP system integrates seamlessly with your existing IT infrastructure including email platforms and CRM software.
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