How does VoIP work?

Why are more and more businesses switching to VoIP (Voice over Internet Protocol) systems?

Here are just a few of the major reasons:

By embracing VoIP, your business could significantly cut its telephony expenses, freeing up funds to channel into other areas.

But how does it actually work?

Let’s explore the basics.

VoIP defined

With VoIP, you make calls over the internet instead of a mobile network or standard landline.

This empowers you with the technology to interact with colleagues, clients, friends, or relatives via almost any device. Laptops, smartphones, desktop computers, tablets — you name it, you can probably make VoIP calls with it.

The technology behind VoIP calls is simpler than you might expect: the system will convert your analog voice signals and transform them into digital signals. These can be sent to the service provider as data, via your router, before reaching the recipient’s phone.

This is totally different to traditional circuit-switching phone systems: one caller is connected to another through a circuit in the public network, which remains open for the call’s duration.

And the greater the distance between the person making the call and the person taking it, the more circuits that need to be opened. That’s why long distance calls are generally more expensive.

This is a common issue for businesses dealing with clients and suppliers scattered worldwide. The costs involved in making frequent international calls may add up sooner than you realize.

But with VoIP, there are no circuits to open, and to keep open, for minutes or hours at a time. Instead, callers connect online within seconds, without worrying about the expense incurred.

What equipment does VoIP involve?

The equipment required to make VoIP calls inside or outside your business will depend on the method you choose.

A broadband connection is crucial, as you’ve probably guessed already. The better yours is, the clearer and more reliable your VoIP service is likely to be. Fiber optic broadband is popular with countless companies who depend on fast connections, but your setup may differ.

If you want to use VoIP with an adapter, you’ll require a phone that’s compatible. You’ll also need a compatible router if the adapter is designed to connect to it.

For using VoIP with a desktop or laptop computer, you’ll need a decent internet connection and VoIP software. But you’ll also need to consider how you’ll speak without an actual phone in your hand — a headset is the most convenient option.

And if you prefer to use VoIP with your smartphone, install a VoIP app. That’s all you’ll require, along with a reliable Wi-Fi connection.

Your VoIP service provider will help you understand your options. They’ll assess your current telephony setup, your day-to-day requirements, your goals, and other key aspects of your operations. Based on these insights, they’ll recommend the right package for you.

What are the key advantages of switching to a VoIP system?

Switching to a VoIP system offers a number of fascinating advantages.

Boost productivity

The wrong tools or outdated technology can reduce employee productivity. Even your best employees may struggle with a computer that is long overdue to be upgraded or replaced, or a telephone setup that affects their customer interactions.

For example, crackling, hissing, or dropped connections may cost your agents a sale, or prompt a flood of complaints from customers. In some cases, employees could waste valuable time trying to reach certain numbers.

But with VoIP, employees will become more productive, as they can contact colleagues and customers more reliably. And that’s crucial to facilitate effective collaboration (particularly when some employees work remotely) or to follow up on as many leads as possible per day.

Make and receive calls remotely

Traditional business telephony systems require that you be on-site to use them. But with VoIP, you can still make and receive calls from anywhere, at any time.

All you need is a compatible device (laptop, phone, etc.) and an internet connection. There’s no need to sit at your desk for hours when expecting a call. And there’s no need to insist employees come into the office five days a week either.

Instead, you, your employees, and your clients can stay connected with complete flexibility. That’s vital when more Canadians will work from home after the pandemic crisis ends.

Fortunately, allowing employees to work remotely can reduce your overheads and contribute to increased job satisfaction in the long run.

VoIP installation is quick and easy

Does the prospect of changing from the telephony system you’ve used for years seem daunting?

Are you worried it might be too complicated, and cause too much disruption?

VoIP installation is actually much faster and simpler than you might expect. And it’s more cost-effective and convenient than setting up a new analog system.

Instructions are easy to follow, and even employees without much technical prowess will find the best VoIP system easy to use. They’re also likely to notice the benefits quickly, and find VoIP enables them to work more efficiently — especially if they spend a lot of their time interacting with clients or colleagues.

VoIP can scale with you

When you’re ready to scale your business, your VoIP system will scale with you.

All you need to do is decide on your new capacity, implement any necessary equipment, and you’ll be all set.

That will leave you free to focus on managing more complicated aspects of growing your business.

How can you switch to VoIP?

If you feel inspired to switch to VoIP, GenX is here to help.

We’ll perform a comprehensive assessment of your present telephone system, and work with you to determine the ideal VoIP system for you. This will help you cut costs, empower employees with the latest solutions, and provide your clients with better service.

To learn more about our VoIP telephony service and our pricing, contact GenX today!

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