Demystifying Softphones: What is It and How Does It Work?

Just imagine a landline telephone system, that naive communication environment; it’s like an unfinished tale. To improve and compete in this active business environment, one should focus on the latest and most intelligent technology. 

Look at today’s communication system. As technology evolves, communication patterns change into virtual systems, which are more flexible, convenient, and cost-effective. 

The software telephone (softphone) system is a way to communicate virtually over the Internet. In this tech-savvy world, softphones dominate the age of traditional communication systems with their robust appearance.

Evolving technology makes effective calls and enhances the overall communication needs that users expect. Communication over the Internet is the best practice for both individuals and businesses.

Let me satisfy your hunger by clarifying what softphones are:

What is a softphone?

Softphone stands for “software telephone” and is a software-based telephonic application used to make and receive calls over the Internet. It is more flexible and enables users to communicate beyond physical boundaries and is an advanced calling system. 

In this age, many organizations have converted from traditional telephony systems to new and advanced VoIP and cloud-based softphone systems to fulfill business communication needs. 

Traditional phone systems have several limitations and are tied to specific physical locations and consistent connectivity and accessibility. 

As we observed, businesses are converting to virtual or cloud calling systems due to their ease of use and feature-packed communication solutions. These systems are highly flexible and advanced, with features that capture all the required components, like auto guide and conference calling.

How does softphone work?

Just like Voice over Internet Protocol (VoIP) technology, softphones use cloud infrastructure to provide voice communication over the Internet, which is accessed through dedicated software installed on their devices. Without being tied up in physical boundaries, you can use a softphone to make a call from anywhere. 

Softphones utilize VoIP technology, where analog signals are converted into digital packets. Those digital data are broken into small packets of information and are transmitted over the Internet and converted into original analog signals (destination conversion). 

Here are simple steps on how Softphone works:

• Digitization of voice
• Packetization
• Compression
• Internet protocol routing
• Quality of service(QoS)
• Destination conversion

Businesses are switching from traditional telephone systems ( desk phones) to softphones because of their various benefits, such as remote access, cost-effectiveness, greater call quality, and overall effectiveness as communication solutions. 

Here are some points why businesses opt for softphones:

• Cost-effective 
• Flexibility
• Mobility
• Integration
• Scalability
• Feature-rich
• Global reach
• Remote work enablement

Using softphones as a means of communication can be more accurate and has several benefits for effective communication.

Must-have softphone features

Software telephones (softphones) use VoIP technology, which requires an active Internet connection to make and receive calls over the Internet.

Many businesses are switching to softphones or VoIP phone systems due to their robust appearance and real-time communication platforms.

Having an accurate feature that your organization requires may be able to effectively fulfill communication needs. However, several features are essential for software-based telephone applications.

Here are some of the most-have softphone features:

• Multi-device support
• Auto-attendant
• Call forwarding
• Call recording
• Integration with CRM
• Contact management
• Customizable user interface
• Conference calling
• Security features

How do you set up a softphone?

Understanding the softphone is not the solution; careful consideration is required to enhance organizations’ communication needs. Having Softphones in business for making and receiving calls has numerous benefits, including cost-effectiveness, flexibility, integration, scalability, and global reach.

Businesses are converting to softphones for flexible virtual calling to enhance their operations. To be more accurate and reliable, companies should focus on setting up softphones in their workplace for better communication solutions.

Here are some common steps to follow while setting up a softphone:

Step 1: Choose a softphone application

Step 2: Download and install the softphone app

Step 3: Lunch the softphone application

Step 4: Create or configure an account

Step 5: Configure account setting

Step 6: set up audio and video devices

Step 7: Configure network settings

Step 8: Test call functionality

Step 9: Explore additional features

Step 10: Update and maintain software

Setting up softphones requires careful planning, which leads to a positive communication environment. Shifting from a traditional phone system to an advanced and user-friendly softphone can increase productivity, save cost, facilitate remote work, and provide a unified communications solution that ultimately meets the evolving modern business communication needs.

Advantages of using softphones

A smooth communication system is essential for an effective call center and overall business performance.

Choosing the right softphone provider for your business is essential so you can get an effective communication platform and enhance your business performance.

Here are some advantages of using softphones:

• Softphones are not fixed to the physical location where they have global reach and remote access; they just need to connect to the internet.

• Using a software-based telephone system is more convenient because of its flexibility and portability, which allow you to have remote access from anywhere with an internet connection.

• Unlike traditional telephone systems, softphones capture the intelligent features that are needed in this modern business world.

• Every business aims to minimize costs and maximize profit, thanks to softphones, which are more cost-effective than hard phones.

• Software-based telephones offer an efficient environment, including time-saving, multitasking, remote work, and real-time communication, which leads to increased productivity and better communication.

There are lots of advantages to using a software-based telephone system, including cost-effectiveness, flexibility, global reach, remote access, intelligent features, and more. That makes a lot of changes in the organization’s communication and maintains operational efficiency.

Softphones Vs. Hard Phones: Differences

Unlike a hard phone, a softphone allows one to make and receive calls without a physical device, whereas hard phones require a physical IP phone handset.

Softphones use virtual phone numbers to communicate, but traditional landline phones are connected directly to physical phone lines and fixed to physical locations. They have several limitations, such as limited features, fixed locations, lack of portability, limited connectivity, and more.

Here’s how softphones are different from hard phones:

Features	Softphone	Hard Phone (Desk Phone)
Integration	Integrates with CRM and other applications	Limited integration
Portability	Easy access anywhere with an internet connection	Fixed to one location
Cost and deployment	Lower initial cost and are easy to deploy and manage	Higher initial cost and require physical deployment
Features and Functionality	Advanced features, including call conference and auto attendant	Primary call function and limited features
Physical form	A software-based application that operates on computing devices like desktops and mobiles	Physical hardware device specifically designed for voice communication
Flexibility	Highly flexible	Less flexible and designed for fixed desk usage
Connectivity	Use VoIP technology to establish voice calls over the internet	Connect directly to the local network

How to choose the right softphone provider for your business?

Selecting the right softphone provider is not as easy as you think. It requires a thorough understanding of factors to consider, such as features and capabilities, compatibility, call quality, scalability, security, cost and pricing plans, customer support, and others.

You must confirm some queries while choosing the right softphone provider for your business, including: 

• Whether the providers offer an integrated service?
• Does it match with your business needs?
• How user-friendly is the softphone interface?
• What key features and functionality does the softphone offer?
• What kind of security measures the softphone provider has implemented?

These questions will help you effectively integrate a suitable softphone for your business. Implementing effective and featured rich softphones enhance business operations and provide robust security measures, a user-friendly interface, and integrated service.

Simply, when choosing a softphone solution, consider your requirements and key features, such as call recording, video calls, voice calls, call management, video meetings,  voicemails, instant messaging, and security.

Key factors to be considered when selecting a software-based telephone system for your organization:

• Features and Functionality
• Flexibility and scalability
• Security
• Call quality and sufficient phone lines
• Cost and pricing plans
• Customer support (24/7 troubleshooting)
• User interface and  ease of use
• Integration capabilities (Operating system compatibility)

Conclusion

A software-based telephone system lets you make and receive phone calls effectively over the Internet. Softphones use VoIP technology, which allows users to make telephone calls without needing designated physical hardware. 

In this evolving business environment, businesses must focus on implementing a communication system with all the features required to run a business perfectly. 

As we know, cloud phone systems are not fixed in one physical location, making it possible to run a business or work effectively from anywhere. They also offer a wide range of features compared to traditional phone numbers, enabling users to effectively address communication problems.

However, effective communication is the primary goal for businesses to be more effective in today’s dynamic world. Softphones are the best communication solution for companies that enhance business communication systems to the next level. 

FAQs

Can you receive calls on a softphone?

Yes, you can receive calls on a softphone relying on an internet connection. Similar to a traditional phone, a softphone enables you to receive phone calls. To ensure smooth communication, it is important to have a stable and reliable internet connection.

What are the benefits of a softphone?

Using softphones is a perfect communication solution for businesses that offer various benefits, such as cost-effectiveness, mobility, flexibility, scalability, feature-richness, global reach, and unified communications.

What is the difference between a mobile phone and a softphone?

Mobile Phone

A mobile phone is a physical device with its own hardware components that connect to cellular networks for communication.

Softphone

Softphone is a software application that uses the Internet to make and receive calls and runs on computers, smartphones, or tablets.

What is the disadvantage of a softphone?

A softphone has various advantages, but it also has some disadvantages, such as dependence on the internet, power dependency, learning curve, compatibility issues, and limited emergency calling.