What is VoIP?

“VoIP” stands for “Voice over Internet Protocol” which is a fancy way of saying that your phone call is transmitted via a broadband internet connection instead of over traditional phone lines. You can make VoIP calls from regular telephones, computers and other data-driven devices.

VoIP’s precise uses vary from service to service. Some platforms offer call services to anyone with a phone number, while others might limit calls to other users on the same service.

VoIP Technology vs. Landline Phones

Landlines are generally fixed-line telephones that use twisted-pair copper wire and plug into a wall jack. Traditional landlines rely on physical signal exchanges, which aren’t necessary for VoIP calls.

Traditional landline cables are electrified, enabling you to make and receive phone calls even if the power is out. Because they have their own source of electricity, they’re not usually affected by widespread outages.

VoIP technology doesn’t require physical signal exchanges. VoIP phones and devices use the same broadband internet connection as computers or routers. They’re extremely reliable as long as you have a fast, secure internet connection.

VoIP systems also have a much wider array of features than a landline does. While landlines can make and receive calls, VoIP systems can include features like automatic call forwarding, voicemail-to-email transcription and virtual receptionists.

Benefits and Drawbacks of VoIP

Many businesses and consumers implement VoIP systems to improve and facilitate communication. However, these systems aren’t for everyone. Here’s a look at the top features of VoIP systems, along with some drawbacks to consider.

VoIP system benefits

• Reduced costs: VoIP setups can cost up to 30% less than traditional landlines. This might not seem like a huge expense for a single home or user, but it adds up quickly for commercial applications.
• Greater accessibility: When accessibility is a concern, such as for those who are visually impaired or hard of hearing, VoIP provides the best options to ensure that users can communicate effectively and accurately.
• Portability: VoIP numbers are purely digital. You can access or move them between mobile devices, computers and hardline phones with the push of a button. VoIP Apps can be installed so that your office extension will now work on your smart phone – anywhere where you have decent internet connectivity.
• Scalability: Adding a new line to a traditional phone service can be challenging, but adding a new VoIP line is effortless. VoIP is the perfect tool for companies that need to add new lines during busy seasons and drop them once traffic returns to normal.
• Variety of commercial features: VoIP programs have various helpful business features, including virtual receptionists and call forwarding.
• Better audio quality: Early VoIP technology was plagued by dropped calls and poor audio quality, but that has changed. Now, VoIP offers better audio quality than traditional landlines.
• Easier multitasking: Being connected to the internet means it’s possible to send more than just voice files over a VoIP connection. Send photos, videos and documents – all without hanging up the phone.
• Better security: Phone taps are a thing of the past with VoIP. These networks can be secured with high-level encryption and identity management, so there’s no risk of protected information falling into the wrong hands.

VoIP System Drawbacks

• Dependence on internet connection: Without a stable high-speed internet connection, VoIP can’t function. Unlike with traditional telephone lines, if a storm or other natural disaster knocks out your power, it will take your VoIP network with it. We do encourage businesses to use a POE (Power over Ethernet) switch to power their VoIP / IP Phones.
• Latency issues: When a data packet hits transmission delays, known as latency, it can interfere with your ability to communicate. Poor internet connections, insufficient routers and incorrect cables can cause latency.

Best features of VoIP

If you’re thinking about implementing a VoIP system, many setups offer helpful business features that can provide enormous benefits to your organization. Here are some of the most useful VoIP features

• Call forwarding: Take your VoIP phone number with you with the tap of a button. Call forwarding lets you connect to your VoIP line wherever you have internet access, and it often works with mobile phones.
• Find/Follow Me: If you’re getting a lot of calls but can’t answer all of them yourself, a Find Me and Follow Me system can push your calls to preset contacts. If none of these individuals are available, the call gets shuffled back to your voicemail.
• Do Not Disturb: If you can’t take a phone call, the Do Not Disturb function keeps your phone quiet, automatically sending calls to your voicemail.
• Hold systems and hold music: If you must put a call on hold, having a hold system is much more efficient than setting down the receiver and hoping the caller can’t hear you. A hold system with a music function is professional and courteous.
• Conference features: VoIP ensures successful conference calls with features that let you hold multiple conversations without needing additional programs like Zoom.
• Call recording: VoIP systems can record phone calls, which is useful for many businesses.
• Interactive voice response: IVR is the automated menu you may hear when you call a business. This is a valuable tool for answering basic questions, especially for businesses that receive a high volume of calls.
• Operator panels: A VoIP-enabled operator panel keeps track of incoming calls and where they need to go. This is helpful for businesses that receive many phone calls that must be transferred to multiple recipients.
• Call queues: When you set up your VoIP system with a call queue, it’s much easier to answer calls in the order received.