IP Phone Systems:
Where Do I Start?
Voice over Internet Protocol, or VoIP, has been widely adopted by businesses over the last several
years as an alternative to traditional telephone systems. With its increased
functionality and comparatively low cost, VoIP presents many advantages over
analog phone systems. As is true when purchasing any new technology for your
business, you should be sure to have at least a basic understanding of the
purpose, functions and advantages of the different types VoIP systems available
to you.
What Is VoIP?
In basic terms, VoIP is a telephone system engineered to
transmit your telephone calls over data lines. Using either your existing
Internet service, or one specifically used for your VoIP needs, your business
telephone calls are digitally transmitted. Your phone system functions in much
the same way that traditional telephone exchanges work, but allows for greater
flexibility, lower pricing and greatly enhanced features.
Why Use VoIP?
Particularly attractive for smaller businesses are the
features and increased functionality of VoIP systems. These systems enhance a
small business’ ability to provide support to its customer base through options
such as call queuing, remote access, and conference calling at little or no
extra fee.
Features often found in VoIP service packages are:
- Integrated
messaging
- Call
forward/remote access
- Call
queuing
- PC
calling
- Auto
attendant/call routing
- Call/data/video
conferencing
- Integrated
contact files
These features, and the many others associated with IP
telephone systems, allow companies to appear much larger in their customers’
eyes as well as streamlining routine office functions. This increase in
productivity and efficacy generally far outweighs the costs initially involved
with implementing the VoIP system.
Hosted Service vs. On-premise Equipment
There are several
different methods for setting up an IP phone system. The two most prevalent are
either purchasing the hardware and maintaining your own network/system or using
a hosted service through a provider. Each of these has its advantages and
disadvantages.
- Maintaining
Your Network – Maintaining your own network and IP phone system will save
you the monthly service charges from a provider, but only makes life
easier for your business if you already have the staff and infrastructure
in place to service and maintain the system. If you already have an IT
staff in place with sufficient knowledge of VoIP systems, this option may
be worth looking into. In addition to eliminating fees for monthly service,
this will also eliminate charges for maintenance and system updates (i.e.
adding lines, moving extensions, expanding network, etc.).
- Using
a Hosted Service – Typically, using a hosted service through a provider
specializing in VoIP is the most practical solution for a small to medium
sized business. This option does come with monthly service and maintenance
fees, but it frees you from the necessity of building and supporting your
network and systems in-house. A hosted service also allows for scalable implementation
of your VoIP system, making it easy and financially painless to add
features, reconfigure your network, add/move lines and change other
network options.
The choice for businesses is no
longer whether to switch from an analog, or traditional, phone system to a VoIP
telephone system. The choice has become a matter of finding or creating the
right method and service to fill your business’ needs.
