Say Goodbye to High Bills: Switch to VOIP Calls Today

Exhausted from paying the high telephone bills while making international and local calls?

Dont worry! 

Voice over Internet Protocol(VoIP) technology has made this simpler, cost-effective, and smoother recently. VoIP calls allows users to connect with international customers at low rates, offers advanced business communication tools, and offers 24/7 support. 

It’s not over yet. With VoIP technology, you can boost productivity and support a remote work culture. 

In this blog, we will discuss what is VoIP system, how it works, how to get started with VoIP, a comparison between traditional and VoIP, the benefits of switching to VoIP, and things to consider before switching to VoIP. 

So, let’s get into it. 

Understanding VoIP: What is a VoIP System?

Voice over Internet Protocol (VoIP) is a widely used advanced technology that allows you to transform any device into a cell phone, which you can use to make calls, text, and even video conference. It is an Internet-based communication transmission mechanism. 

This modern method of communication involves converting your voice into digital bits and sending them to the recipient via the Internet, resulting in reliable, faster, and less expensive communication. 

VoIP numbers are mostly used by business call centers to provide their customers with high-quality support and service. VoIP numbers offer mobility and flexibility at an affordable price, which is not possible with traditional phones. 

How Does VoIP Work?

VoIP phone number is linked to a VoIP network instead of a traditional landline or mobile network, it functions similarly to a standard phone number. 

Unlike the more traditional Public Switched Telephone Network (PSTN) design, VoIP connects calls to your business phone system via the Internet when someone phones it. VoIP converts analog voice signals into digital packets that may be transmitted across IP networks. 

Here’s a step-by-step process of how VoIP works:

• The caller calls your unique VoIP phone number using their devices.
• The call is transferred from the conventional phone network to the VoIP provider’s data center via a media gateway.         
• Your VoIP provider converts analog voice signals into compressed digital signals. 
• Digital signals travel over the VoIP provider’s SIP trunk and reach your business system via the Internet. 
• Digital signals are converted back into analog signals by your VoIP phone system.
• The call connects by ringing the appropriate office or cell phone number.

How to Get Started with VoIP: Step-by-Step Guide

You can switch to VoIP with a few simple steps. Here’s guide on how you can get started with VoIP. 

Step 1: Consider your Cost and business needs and requirement

First of all, consider your cost, business needs and unique requirements. You can get a service provider at any cost starting from low budget to high. Thus, choose which is affordable for you and comes under your budget. 

Also, look for the advanced features and business communication tools that your business requires. Think about the features you require now and in the future, along with any hardware compatibility needs.

Step 2: Choose the best service provider 

Once your business demands and requirements have been determined, look for a service provider that can meet all of your expectations. While some service providers provide limited functionality and can be expensive, others offer excellent service quality at a minimum amount. 

Choose the service provider that meets all your business needs and unique requirements, also, consider your cost. 

Step 3: Have the necessary equipment, such as Internet and network infrastructure

After you have chosen your service provider, manage the required equipment to use your VoIP Number. The first thing you need is a stable Internet Connection. 

Then, if you want to use your Virtual Phone Number in your desktop or web application, you need to arrange headphones and speakers that can support great sound quality. 

Step 4: Set up VoIP software 

Once you have all hardware and equipment ready, its time to set up VoIP Software. Most of the VoIP service provider offers simple and easy to use software; that you can easy with less technical knowledge and also a simple smartphone user can use it.

For flawless operation and performance, make sure that your software is compatible with all devices and follow your provider’s setup instructions properly. 

Step 5: Choose your desired number if you want a unique number

After that, you need to choose the phone number that you want. Also, if you don’t want to choose and just get a number, the service provider will offer you one. But if you want a unique phone number, you can get it. You can choose your desired number that matches your business and product. 

Keeping track of essential numbers for your business can give it a more professional look. 

Thus, if you want to  have a unique number, then you can get it for yourself only if it available and not taken by someone else. 

Step 6: Configure your VoIP Number with the existing system

Connect your VoIP number to your existing system and applications. Proper configuration ensures seamless call management and data synchronization with minimal disruption in transitioning. 

This guarantees seamless integration: configure the VoIP number with your current CRM, email, and other applications and systems. Proper setup guarantees an efficient call flow and continuous workflow, which boosts productivity around your company.

Step 7: Train your Staff

Make sure your employees know how to use the new VoIP system. Provide hands-on examples and explanations of features like as conference calls, voicemail, and call forwarding. The team will be more productive and less hesitant to change if it goes more smoothly. 

Make sure that your staff knows well how to use the system and can utilize advanced features that boosts the productivity and workflow. 

Step 8: Test and Monitor your VoIP 

Test the VoIP system to find and fix any issues before completing the switching process. Test and Monitor the system’s general performance, connectivity, and call quality. Continuous monitoring guarantees that your VoIP service functions properly, with uninterrupted plus crystal-clear communication. 

Test and monitor on a daily basis to optimize the process and workflow with the VoIP system. 

Traditional Phone System Vs. VoIP Phone System

VoIP Phone Systems and Traditional Phone Systems both provide the same service, but their methods of providing service are different. Traditional Phone Systems are based on the Public Switched Telephone Network(PSTN), which uses an analog phone system over copper wires to transmit voice signals. 

Whereas VoIP systems are wireless and depend upon the internet connection. Here’s a detailed comparison between them based on the specific criteria. 

Relies on physical phone lines (PSTN). Technology Uses the internet to transmit voice data.

Benefits of Switching to VoIP

Switching from a traditional phone system to a VoIP phone system brings many benefits for you and your business. 

One of the most crucial advantages is that it lowers the overall cost of communication. Whether you want to call international or long-distance clients and friends, VoIP allows you to do so at a minimum cost. 

Here’a closer look at the key benefits of switching to VoIP. 

1. Cost-effective

Switching to a VoIP system drastically reduces your expenses. Traditional systems charge exorbitant amounts of money for long-distance and international calls, but VoIP renews with more affordable or flat-rate pricing. 

Companies can save money on hardware, maintenance, and line installation. This eventually makes VoIP an excellent choice not only for personal use but also for business needs. 

2. Advanced features and business communication tools

VoIP provides such advanced features as voicemail-to-email, auto-attendants, call forwarding, and video conferencing. These tools facilitate communication and improve customer interactions. 

With integrated business tools like call analytics and CRM compatibility, VoIP enables businesses to work more effectively and maintain professionalism in business communication. 

3. Offers scalability and flexibility

VoIP is very scalable and enables companies to add or remove customers as per their need.  It can scale up or down to fit the needs of a growing startup or established company, which helps businesses to make their call center bigger or smaller at any time. 

In addition, it offers flexibility by allowing calls from multiple devices for continuity in communications, even when transitioning to and from expansions or remote work.  These features are best suitable for seasonal businesses where you get a lot of calls in some months as low call rates in some times. 

4. Enhanced  mobility and reliability

VoIP makes it easy to be mobile. Using laptops, tablets, or smartphones, you can conveniently make and receive calls from any location. This is perfect for people who work remotely or travel a lot. 

Additionally, VoIP systems have failover solutions and call redirection options for reliability during internet outages or in case of emergencies. 

5. Improved call quality

VoIP provides crystal-clear call quality through HD voice technology that can be clear and smooth from both sides.  It minimizes disruptions like dropped calls which is common issue in traditional systems. 

Enhanced audio clarity ensures smooth, professional communication, which is crucial for both personal and business interactions. 

6. Boosts productivity and workflow

VoIP integrates with tools like CRMs, project management platforms, and email systems, simplifying workflows and boosting agent efficiency. Features like voicemail transcription and call routing save time, while video conferencing facilitates collaboration among colleagues. 

All this streamlining of tasks enhances productivity and ensures effective team communication. 

7. Eliminates geographical and time barriers

VoIP allows for smooth and crystal-clear international communication. Businesses can also have a local presence anywhere in the world with virtual phone lines and international calls. Features such as scheduling calls and 24/7 access via mobile apps eliminate the barrier that is created by time and geography. 

Overall, VoIP eliminates geographical and time barriers that can be witnessed while using traditional phone systems. 

8. Integration capabilities

VoIP integrates seamlessly with business tools  that includes, Customer Relationship Management(CRM) systems, help desks, and marketing platforms. These third party application simplifies workflows by automating tasks, boosting agent’s productivity and enhancing customer satisfaction. 

These integration capabilities shows that VoIP can perform multiple tasks using a single software. Such compatibility means VoIP will align with modern business operations and enhance overall efficiency and boosts productivity.

Things to Consider Before Switching to VoIP

Before selecting a VoIP service provider, there are a few things that you should consider. Let’s check what are the most important factors that you should consider before switching to VoIP.  

A. Customer support

When selecting a VoIP service provider, choose the provider that offer reliable customer support. The providers should offer 24/7 support through multiple channels like chat, phone, and email. Efficient and responsive customer service ensures issues can be resolved as quickly as possible with the least amount of downtime. 

Check user reviews to know the provider’s track record in helping customers with technical issues or inquiries. 

B. Pricing and cost 

Compare the VoIP plans with your budget. Consider the upfront cost of the equipment, monthly subscription fees, and additional costs, if any, for advanced features. 

Many service providers offer free international calls or low flat-rate plans that can considerably lower the cost of communication. Make sure there are no hidden fees that will increase your budget. 

C. Features and functions that you need

Choose the features like call forwarding, voicemail-to-email, video conferencing, or auto-attendants that your home or business will genuinely utilize. 

Don’t spend money on something you might never use. Find out if the supplier offers customized plans that allow you to select only the features that actually enhance your productivity and create effective communication. 

D. Integrations

If you use tools like CRM systems, help desk software, or project management tools, make sure the VoIP system integrates seamlessly. Integration reduces employee effort and saves time by enabling automatic call tracking, better workflows, and increased productivity. 

E. VoIP number type

Find out if you require a local, international, or toll-free number. For local clients, local numbers foster confidence, and a toll-free number demonstrates business professionalism. 

International numbers enable global communication. You can be confident that your VoIP provider can handle a variety of number types and provide flexibility in terms of possibilities.

Choose Dialaxy for All your VoIP needs 

Dialaxy is one of the most trusted VoIP service providers that fulfills every need of business communication and enriched with communication tools. We provide comprehensive cloud-based contact center solution and offer international Virtual Phone number over 100 countries. 

With Dialaxy, you can be sure that your call centers offers smooth call flow and call management. Also, with the features such as call recording, advanced analytics, 24/7 customer support, inbound and outbound calling, Dialaxy ensures that every clients are satisfied with the service.

An easy-to-use interface and user-friendly dashboard further make it a great choice for the users. Furthermore, you can choose the plan according to your needs, which can save your expenses and costs. 

Conclusion

VoIP numbers have established themselves as the future of communication in the modern world. They offer communication platforms suitable for individual use to large enterprises. VoIP Numbers allow their users to communicate seamlessly in crystal clear quality. 

VoIP offers its users advanced features and business communication tools that enhance the user experience and increase customer satisfaction. All the features that you cannot use in a traditional phone system are offered by VoIP at a lower cost. 

FAQs

What are the benefits of switching to VoIP?

Switching to VoIP offers numerous benefits that include, cost savings, enhanced mobility and flexibility, scalability and 24/7 customer support. 

Can I keep my existing phone number when switching to VoIP?

Yes, you can keep your existing phone number when switching to VoIP. Many service provider offers a service called “Phone Number Porting” which allows you to keep your Phone Number same even after changing the service provider. 

What equipment do I need to switch to VoIP service?

To switch to VoIP service, all you need is 

• Internet connection;
• A device that supports VoIP Systems and software
• VoIP phone adapter
• Microphone
• Speaker

And if you are using VoIP service in smartphone, all you need is access to VoIP software and stable internet connection. 

What are the limitations of using VoIP?

There are fa ew limitations that carry potential risks while using VoIP. They are: 

• Security and complaint risk 
• An internet connection is required every time
• Virus and potential hacking threats

Can I move my VoIP phone anywhere?

Yes, you can move your VoIP phone anywhere and continue to make and receive calls, making sure you have access to the Internet.

How can cloud-based call centers improve the customer experience?

Cloud-based call centers improve customer experience with the help of features such as call routing, IVR systems, and integration of CRM.