December 12, 2019 Last updated February 10th, 2020 933 Reads share

The Complete Guide To VoIP And Why Your Business Needs It

Image Credit: DepositPhotos

In today’s fast-paced and competitive business environment, seamless communication is the key to improving collaboration, streamlining operations, and delivering outstanding customer experience, so you can increase sales and boost your bottom line.

Phone service is the heart of a business communication platform. Today, more and more businesses are switching to a VoIP phone system. Read on to find out if it’s right you.

What’s a VoIP Business Phone System?

VoIP stands for Voice over Internet Protocol. It refers to a set of technologies that enables users to make and receive phone calls over an internet connection without traditional phone line networks.

VoIP technology organizes information into digital packets, which are transmitted via broadband and Wi-Fi connections. Besides voice signals for phone calls, VoIP systems can also transmit documents as faxes or messages as SMS.

Many businesses are replacing traditional landlines with VoIP protocols to take advantage of its low cost and versatility. A VoIP business phone system often includes functionalities such as video conferencing, instant messaging, file sharing, screen sharing, and more to help streamline operations and increase efficiency.

The Benefits of Using VoIP For Your Business

Using a VoIP phone system can deliver many benefits to your business, including:

  • Low on-going cost: since VoIP uses an internet connection, you don’t need to pay separately for traditional telephone lines.

  • Minimal upfront investment: you can make VoIP calls from existing devices, such as desktop computers or mobile phones, simply by installing an app.

  • No long-distance or international charges: most business phone plans include unlimited long-distance and international calling.

  • Security: cloud-based platforms and the latest encryption protocol from reputable providers keep your calls and data secure.

  • Scalability: since you don’t need to invest in infrastructure and equipment, you can add as many users as you want to scale up quickly.

  • Flexibility: employees can manage communication from anywhere using any device to stay productive and responsive while on the go.

  • Low IT expense: if you use a cloud-based VoIP platform, you don’t have to hire an IT team for the day-to-day maintenance and system upgrade.

How VoIP Improves Customer Experience

Seamless customer communication is essential for acquiring and retaining more customers. Here’s how a VoIP phone system can help you deliver an outstanding customer experience.

  • Calls can be forwarded to any device so customers can reach a team member at any time to get timely responses. This can help increase sales since over 50% of buyers would purchase from a vendor that responds first.

  • VoIP can convert a voicemail to text and send it via email to a team member. This helps reduce response time and increase customer satisfaction while improving your team’s productivity because they don’t have to spend time checking voicemail.

  • A VoIP phone system allows you to set up a direct number for each team member or department. This can streamline the customer experience and reduce frustration while strengthening customer relationships.

  • Video conferencing, file sharing, and screen sharing allow team members to assist customers via different media in real-time to facilitate communication and minimize misunderstanding. This can help improve first contact resolution rate and customer satisfaction.

  • Auto attendant and Interactive Voice Response (IVR) features allow you to deliver an immediate response to each customer, reduce the resources needed to attend to customer queries, and ensure that callers are directed to the most appropriate employee to minimize frustration and increase resolution rate.

  • Integration with other business applications, such as customer relationship management (CRM) platform, email client, and customer support software, allows employees to pull up the latest customer information during each interaction so they can deliver a seamless omnichannel customer experience.

  • Some VoIP systems allow you to set up local numbers for outbound calls, which helps increase the chances that customers will pick up the phone.

  • You can set the caller ID to display your company’s name and phone number for all outbound calls, even if employees are using their own devices. This helps deliver a professional image and consistent user experience.

  • A VoIP and unified communications platform improves internal collaboration and breaks down siloes, which is key to building a customer-centric organization.


A VoIP business phone system can help you increase employee productivity, improve team collaboration, lower operational costs, and improve customer communications. It helps you deliver an outstanding customer experience that will increase conversation and retention rates to improve your bottom line.



voip phone -DepositPhotos

Matt Shealy

Matt Shealy

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