Business Voip Phone

All the strategies related to maximising the investment in business communication will be successful only when you decide whether to manage your own VoIP system or allow a host to do this on your behalf. Businesses across the globe have realised the advantages of VoIP technology and VoIP phone handsets. Now there is chaos among enterprises to switch to this technology, and more than 35% of businesses across the globe have already adopted it. The question is whether to host and manage your VoIP system on your own or rely upon a hosted VoIP, where a service provider does everything for you.

On Premises Voip Vs Hosted Voip – What Is The Difference?

Both options will allow you to take advantage of the benefits of the VoIP phone systems. To get the most out of it, you will have to decide whether to self-host or enjoy the services of the hosted VoIP technology.

What Is A Premise-Based Voip?

In this arrangement, the whole system will be present at your office, like the equipment and the software needed to run the system will be there at your office. You will be responsible for its maintenance, security, upgrading and upkeep. This is easy if you have a well-established IT infrastructure and a dedicated team to manage the entire business communication scenario at your office.

What Is Hosted Voip Technology?

A service provider will be hired and responsible for meeting all your VoIP-related requirements in this arrangement. This system is also called the cloud and is managed with the help of virtual servers that these hosting companies have.

What Are The Pros Of Premise-Based Voip Technology?

•          No risk of price hikes from the service provider

•          Complete control over your VoIP system and VoIP phone handsets

•          Customisation of the system’s features is completely in your hands

•          No additional cost of scalability

Cons of On-Premises Voip System

•          Higher installation and set-up cost

•          Long-term commitment to maintenance and security is required

•          You will need a dedicated staff for constant service, maintenance and support

•          Extensive investment and resources for proper management

Advantages of Hosted Voip Systems

•          No stress related to maintenance, management and security

•          Incredibly low set-up cost

•          Fast implementation

•          Easily scalable depending on your needs

•          You can focus on your business and revenue generation

Disadvantages of Hosted Voip Technology

•          The system control is in the hands of the service provider

•          There is a vendor locking period

•          Network connection fluctuation will be experienced

Whether To Choose Hosted Or On-Premises Voip?

If you belong to the technology sector and work in a company mainly dealing in computers, data sciences and so on, believe me, you are on the front lines of information security. Even the most robustly secure companies and those releasing their anti-virus software are always under the threat of hacking or data and information getting compromised. Check point software can be immensely helpful in preventing any breach, but apart from this, there are some best practices also recommended by experts to keep your data and company server secure. Let us educate ourselves with these best practices related to cyber security.

Data Protection Should Be Prioritised

In any case, you should have a 'no compromise' approach related to data protection. You should avoid sharing personal identification information everywhere on the Internet, particularly when answering unsolicited emails, phone calls, text messages or instant messages. This information could include social security number, credit card number and most importantly, any one-time password.

Avoid Pop-Ups, Unknown Emails and Links

Pop-up messages, unknown emails and links are game changers as far as phishing attacks and hacking is concerned. Phishers send a pop-up hoping that the user will open the pop-up window and, somehow, reach the page where the data breach is most straightforward for them. These pop-ups and malicious links could have viruses and malware embedded in them. Hence, it is recommended to be very cautious during opening links or attachments in emails from senders whom you don't recognise. Here also, the golden rule should be followed of not disclosing any personal information on any email from an unidentified source.

Use Strong Password Protection and Authentication

Checkpoint software is undoubtedly the best practice, but for better security, your password is also very instrumental. A strong and complex password can prevent any breach from cyber thieves who are always searching for your personal information. A strong password is needed, and it should have at least ten characters, including number capital and lowercase and special symbols. Your password manager can help with this, and nothing is better than your company server reminding you about changing passwords every month.

Cloud-based phone systems have become immensely popular in businesses across the globe. Several service providers have jumped into the business and offering cloud phone systems based on VoIP technology. This has only helped companies to cut down business communication-related expenditures and, at the same time, enjoy better flexibility and scalability.

What Are Cloud-Based Phone Systems?

Cloud-based phone systems or cloud solutions are a kind of telephone service that allows businesses to place calls over the Internet. Cloud phone solutions are hosted outside secure data centers, and the benefit is that companies will not have to install any hardware at the workplace or hire a team to manage it. It is also given the name of cloud PBX or hosted PBX, but the difference is that it uses VoIP technology to manage calls over the cloud IP network.

Do You Seriously Need A Cloud Phone System?

There is no doubt that secure cloud systems can be beneficial for businesses as they trim down expenditures and ensure smooth performance. These phone systems are suitable for small businesses and large corporations also. While determining whether you need it or not, here are a few points to keep in mind.

•       The Available Equipment

•       The Telecommunication Budget

•       Requirements Related To Flexibility

•       Requirements Related To Business Scalability

•       Level of Control You Want Over the Business Communication System

Features of Cloud Solutions

These systems are highly advanced and have features that are not seen in the traditional phone or on premise PBX systems. As a business owner, you will get the flexibility to add and remove parts as per your business’s requirements. Some major functions found in cloud solutions are listed below.

•       Unified Communication

•       Inexpensive International Calling

•       Video Conferencing To Make Remote Working Easier

•       Multiple Device Support

•       Instant Messaging To Several Devices in One Click

•       Artificial Intelligence like Converting Speech-To-Text and Performing Sentiment Analysis

•       Auto Attendant

•       Collaboration Features

•       Virtual Voicemail

•       Voicemail to Email Transcription

•       Sip Forking

•       Ring Groups Integration

•       Block List and Allow List

•       Interactive Voice Response or IVR

•       Direct Inward Dialling or DID

Communication is the key in all kinds of relationships, and in professional relationships also, communication holds a key. This communication becomes effortless in small businesses with the help of telephone systems for small offices. These phone systems act as an asset and aid in communication with clients, contractors, customers, etc. Choosing the right phone system is essential, and you can do this easily with the help of the tips discussed in this post.

Determine the Number of Users

Before deciding about office phone systems, you should consider how many users will use the system. The ideal configuration is one phone system per office employee, but if there is a warehouse and remote users, you will have to arrange additional telephone systems as well. The number of users will impact the type of system you require, and of course, you will have to search for cost-effective solutions.

The Usage

Once the number of users is determined, the second step is to determine the usage of every employee. For example - your desk-based office team will require a desk phone, and a remote team will need smartphones or the device depending on what they are doing. This is also an essential factor to determine before deciding about phone systems for small offices.

Features That You Want In Office Phone Systems

Ideally, your choice should be the phone that offers maximum features at the lowest possible cost. Hence, before choosing the office phone system, look at the existing system and examine what features are present and what additional features you need. This will be determined easily by the features you use the most in the current telephone systems.

Several reasons have contributed to the popularity of VoIP phone systems for small officers. One top reason is that it gives users access to a whole plethora of features and tools that can be used for business purposes. These modern-day office phone systems come with features like auto-attendant, music on hold, voicemail to email, and so on. With all these features, these phone systems have become a popular alternative to traditional landline phones and, at the same time, serve the employees in several other ways.

Cloud-based VoIP office phone systems have also gained massive popularity; as a matter of fact, they have a number of benefits that we will discuss in this post.

Cloud-Based Voip

The first benefit is that, as a business owner, you will not have to install any special hardware or equipment. It will use your Internet to store your information, calls, messages, and contacts in the cloud telephone systems. It is the latest technology in terms of business communications, and it appeals the most to businesses that don't have the budget to hire an IT team.

Other Major Benefits This System Is Scalable

Compared to traditional VoIP phone systems for small offices, this system is scalable per your business. To add new lines, you will not have to put in any hard work at all, and you will also not have to change phone systems as your company grows.

Easy Configuration and Management

Compared to other office phone systems, it is incredibly easy to configure and manage this system. You can change your office hours, your greeting, you can add a department line, or even start an office in another state or location. Everything can be done in just a few minutes with the help of the Internet and also no specialised training would be required for the same.

Easy To Install and Use

In terms of business communication solutions, voice over internet protocol or VoIP is considered the cornerstone of several businesses' communication strategies. They allow us to make and receive calls over the Internet and, thus, reduce the cost while staying accessible from wherever possible. For several decades now, VoIP has been very instrumental in helping businesses establish a high-performing remote work setup. People often imagine what is the future of VoIP and this question is what we have also tried to answer in this post.

Increasing Demand for Unified Communications

It is expected that, along with digital handsets, the demand for unified communication will also increase in the future. Unified communications mainly refer to integrating several solutions like hosted voice phone, audio/video conferencing, instant messaging and file sharing, all integrated into a single platform by the service provider. Unified communication will make business functioning faster and easier and allow companies to find specific contacts and coordinate with their teams easily.

Improved Service Quality

5G technology is now becoming a common thing across the globe, and it has boosted Internet speed several times. Till now, the congested or slow network was a detrimental factor as far as VOIP and video conferencing software usage was concerned. But now, this will become a thing of the past, as 5G will result in improved VOIP calls and information sharing.

Artificial Intelligence and Voip

It is expected in the future that artificial intelligence will become more prominent in terms of business communications and also VoIP. According to industry veterans, artificial intelligence will make voice-to-text easier in VOIP phone systems. It will make recognising conversations and converting voice into text much more effortless. Then it is also believed that interactive voice response, or IVR, will get a complete makeover with the help of artificial intelligence.

The future of VOIP and business communication looks great, as it will deliver an Omnichannel experience and efficient customer services to the clients. Then artificial intelligence is also believed to make cyber security further stronger on VOIP networks. It will protect sensitive data and prevent businesses from any social engineering scams.

Businesses rely heavily on communication, and for this communication, business phone systems are the best solution. Different business phone systems for small offices are available in the markets, and it is essential that before the selection process, a company owner goes through all of them to determine the best one based on the needs eventually.

Types Of Business Phone Systems Explained

Experts say that comparing these office phone systems begins with understanding the three principles, namely - KSU, PBX and VoIP.

Ksus

KSUs stand for key service units that are uncomplicated multi-line on-premise office phone systems used by smaller and medium size organisations. They have been a very reliable solution for decades now, and it is easy for any business to use them based on their needs.

Pbxs

The term PBX denotes private branch exchange, and they are telephone systems with a PBX server residing in the office. It can incorporate digital and Internet protocol phones as well, which allows users to talk to each other inside the private telephone network.

Voip

These are cloud-based private branch exchanges that deliver communication over the Internet using VoIP or Voice Over Internet Protocol technology. The cloud PBX provider is known by the name of PBX host, and he has a server or software that helps them offer services to different businesses from under one roof.

Advantages of On-Premise Phone Systems

The first benefit of on-premise phone systems for small businesses is that they are inexpensive and can be acquired within a budget. 

Then they are also very durable and long lasting, and without any need for backup, they can run for years and years. 

It is also very easy to identify with them what line is used. 

They come with the ability to connect phones to actual phone outlets through existing phone wiring.

Advantages of Hosted Voip or a Cloud-Based Pbx

This is an advanced multi-channel technology that remains unchallenged 

It is straightforward to use at home and even in remote locations. 

It is an ideal tool for collaboration and customer management. 

The covid-19 pandemic made us habitual of attending offices, meetings, conferences, seminars, etc., right from our living room, and video calls helped the most in this. It is said that several industries survived solely because they didn't give up during the pandemic situation and continued their operations using this video calling and video conferencing technology.

How Does Video Conferencing Work?

Modern-day offices have remotely located staff and geographically dispersed colleagues and clients who have to meet and collaborate daily. For these collaborations, video conferencing is one of the best online collaboration tools that allow people to connect with each other live audio-visually. In other words, it is a virtual face-to-face meeting powered by Voice Over Internet Protocol or VoIP technology for business.

Setting Up Your Video Conferencing Facility

The least requirement in terms of online communication is a mobile phone because modern-day smartphones are equipped with technology to help you attend video conferencing from any part of the world. If your company is willing to have video conferencing and video calls regularly, in that case, the following infrastructure would be an ideal starting point.

·        A Quiet Room

·        A Stable High-Speed Internet Connection

·        A Video Display Device Like A Tv, Larger Screens Work Better For Multi-Point Meetings

·        A Desktop Computer Or Laptop

·        Other Peripherals Like Webcams, Microphones, Headsets And Speakers

·        Video Conferencing Software Of Your Choice

Types Of Video Conference Calls

No matter how advanced is your phone systems for small office, remember that your customers don't want to hear the busy tone when they call you. This has improved a lot over the past few years with the advent of voice over Internet protocol technology as this technology has helped them stay within reach, irrespective of where you are. The biggest USP of VoIP phone systems is that the features of old-school PBX systems are now accessible for small businesses as well. Now the question is why one should use VoIP as a part of their office phone systems.

Why Use Voip for Business?

There are several reasons why VoIP should be adopted without any delay. One is that Whatsapp calls, Zoom, Microsoft teams, slack, Skype and all other instant messaging software is using VoIP now. It has numerous features that can help any business march forward towards success very easily. It is much more advanced than additional telephone systems and comes with some features discussed below.

Affordability 

By using VoIP technology in phone systems for small officers, you can save a good amount of money because the packages can be tailored to meet your needs and budget. You can include unlimited calls to standard local, national and mobile numbers. There would be no need of a separate connection and this way a good amount of money would be saved.

Flexibility

The flexibility you get with VoIP office phone systems is totally unmatched because you can customise the package as per your needs. For example – you can control how many active lines you want, and then it is easy to add and remove lines in the future. These VoIP telephone systems can grow with your business without having to be replaced.

More Features

In this swiftly changing world and rapidly advancing technology, often there is confusion about whether to choose IP phone handsets or digital handsets. Vendors of DECT handsets recommend that you consider some crucial factors while distinguishing between these digital and VoIP handsets. Today's blog post will discuss the main factors that will help you choose the right option from these two.

Bandwidth

The most crucial factor to consider is the bandwidth and experts say that this will not remain a factor if you deploy digital phone systems. The reason is that they run across TDM connections, but VoIP handsets and IPECS handsets run on bandwidth and Internet connection. Insufficient bandwidth will make these handsets to perform poorly and there might also be the loss of packets of information and poor voice quality issues.

Remote Maintenance

With VoIP and digital handsets, the maintenance issue would be on the top and here too, digital handsets lag a bit behind. The reason is that a technician would be required to maintain or repair digital phone systems. But with VoIP handsets, maintenance and software upgrade can be done remotely. Moreover, adding to the existing VOIP network is not tiring at all and there is no need of wiring, etc. for new installation.

Cost

The cost is also an important factor to consider and a good thing about VOIP phones is that VOIP to VOIP calls are completely free within the organisation. Experts say that if your business has lots of dispersed locations across the globe, then VOIP phone system is a viable and a more economical option.

Uc Features

The technology of phone systems for small businesses is improving day by day and one thing that has gained immense popularity in the past couple of years is video conferencing. These advanced phone systems and methods like video conferencing etc. have all contributed in making businesses smooth and earn more ROI. Video conferencing in particular has proven itself as the most promising technology for the coming future and can enhance productivity and not to mention, your revenue as well. Here in this post, we take a look at some incredible benefits of video conferencing that businesses could avail by using it on a regular basis.

What Are The Benefits Of Video Conferencing?

The technology of video conferencing has seen an immense transformation in the past half-decade and it can be used on any device that is equipped with a webcam. This could include laptops, desktops, tablets and even mobiles. The biggest benefit is that this technology is available along with office phone systems to any business that opts for using it to their advantage. The benefits are numerous and some are discussed below.

Reduced Travel Time

By using this method of communication along with telephone systems, businesses make sure that their executives don't have to travel for meetings and conferences. All they have to do is download video software and set up the location for an easy virtual meeting. Another benefit is that with the help of office phone systems as well as video conferencing, people experience enhanced communication.

Enhanced Communication

You may not know, but the human brain processes images 60000 times faster than text and this is where video conferencing comes in very useful. Face to face communication is now assumed as a handy way to enhance relationships and comprehend details in a faster manner. These meetings via video calls assist participants in understanding and acting up on the information. All these things assure that the communication between two parties is better, helpful in building trust and aiding future discussions.

At present, you may not agree, but in a couple of years time, you will certainly agree with the fact that IP phones are the future. They have come a long way and in their journey, they have evolved a lot to become as advanced and as versatile as Dect handsets. Then, they have also acquired so many features that were missing from old school IP handsets and these features have only enhanced their performance and usefulness across all the industries and sectors. Here in this blog post, we go through some top features that have contributed enormously in the popularity of these handsets and the first one of them is the cost-efficiency.

Cost-Effective

A very major advantage of using these ipecs handsets is that they are surprisingly cost-effective to use. You can purchase than and get them installed at very low prices and because they run with the help of the Internet, running cost is almost zero. This dect handset unmatched feature gives use companies the opportunity to involve in cost-cutting and divert the saved money in other segments of the business.

Wireless:

All the Internet services are provided with the help of Ethernet cables that are connected to the router to provide wireless Internet connection. This is where these digital handsets come into play because these IP phones work on the Internet protocol. Because of this, they do not require extra cabling as is for Analogue phones and this can be counted as another benefit or feature associated with ipecs handsets.

Improved Call Quality:

As a small business owner, if you think that you don’t need advanced phone systems you are wrong. Remember that every business giant started as a small one and it progressed because it used each and every possible method of advancing and one of these methods is phone systems for small businesses.

There is a whole variety of phone systems available in the market, but it is recommended to not get carried away by them and instead, recall the features that you want in your system in your mind. There are several features to help small businesses and here in this write-up, we will discuss the details of some of them.

9 Must Have Features Of Phone Systems For Small Office Or Business

1.      VoIP or IP Based Functionality

2.      Auto Attendants

3.      Mobile Twinning

4.      Voicemail to Email or Text

5.      Conference Bridges or Conference Phones

6.      Custom Music on Hold or Messages

7.      Call Accounting/Call Recording

8.      Warranties & Remote Support

9.      Remote Workers/Multi-Site Linking

Here is an overview of some features listed above.

Voip Or IP Based Functionality

The top feature is seamless connectivity that you get at 80 percent lesser fee as compared to traditional telephone systems.

Auto Attendants

With auto attendant, there comes numerous other benefits like a professional greeting, call routing to cell phones (or twinned desk phone) and voicemail to email to name a few.

Mobile Twinning

This feature present in the office phone systems will allow you to reduce the costs and administrative burdens. Vendors say that twinning gives you the ability to roam around the office and also save on data & calls.

Voicemail to email or Text

This helps a lot in increasing the efficiency because the voicemail is directly sent to your email inbox. This means that there would be –

1.      Faster Retrieval of Messages

2.      Improved Responsiveness

3.      Mobile Listening

4.      Record Keeping Enhanced

Currently we are living in a digital world, where we need a totally another kind of security. This security is needed to keep our data, credentials, computers, servers, etc. safe and this security is given the name of cyber security. Some businesses think that they don’t need cyber security softwares because they don’t have too much of dealing with computers and so on. To some extent, this is right, but this is also correct that some sectors need them more than any other and here in this blog post, we will be having a look at top industries that should make adequate arrangements related to cyber security.

E-Commerce

Online shopping has phased out the conventional method of shopping and currently, the most used way of shopping. This is given the name of ecommerce industry that has to involve in taking highly confidential data from customers like that card details, CVV number, bank account details, OTPs and so on. Hence, this can be said without any doubt that this one industry needs cyber security software as well as check point software more than any other. By using them, they can let their customers browse and shop confidently, without and fear of data breach or their details being compromised.

Finance

During the pandemic period, financial institutions were the worst hit in terms of cyber attacks and also cyber threats. This proves the fact that financial institutions need this software and then, they should also take ensures to prevent such threats and cyber attacks. For example, mobile banking apps should have an option for biometric authentication because it is more confusing and difficult to access as compared to numeric or even alpha-numeric passwords.

Healthcare

Many businesses deal with sensitive and discrete data and they are mostly found concerned about privacy and security of that data. Of course, there are different cyber security software available in the markets and they are quite effective too. But one more fact is that they cannot be relied upon entirely especially when the threat is there 24/7 not just from outsiders, but insiders as well. In these cases, some data security related best practices have to be followed and we have discussed them here in this blog post.

Raise Cyber Security Awareness

According to the experts, other than using check point software without fail, you should also spread awareness regarding security measures by talking to your employees. They should be informed about the importance of data security and what kind of threats are there on the Internet.

Employ A People-Centric Security Approach

Remember that the Internet is a threat when not used well and similarly, people can also be a huge threat and thus, you need a strong quality defence system along with high quality cyber security software.

Then, there are also check point software to implement in terms of security because often it has been observed that hackers use people as an entry point. That’s why it’s best to use a people-centric approach for mitigating human-connected risks.

The best way that a company could trust them is by allowing them to handle data and information, but only after adopting adequate security measures. Then, companies should also think really seriously about making them responsible for the security of the corporate data they use.

Reduce Level of Employee Negligence

We were all using video conferencing solutions for several years without even realising that a pandemic would come and make it life and soul of businesses across the globe. It was in this Covid-19 pandemic that this process became so popular and currently, mostly businesses across the globe are using it for their functioning and operations.

What Is Video Conferencing?

Putting it in a simpler way this is a technology or say, a process that allows users to send audio and video and receive the same using different devices. Modern-day video conferencing software and hardware have advanced a lot and now it is possible to exchange digital content too in a seamless manner while using lifesize video conferencing or video calling systems.

Types Of Video Conferencing

As said above, technical advancement has made this process very versatile and useful for businesses phone from all sectors and industries. There are different kinds of video conferencing and video calling types and there are mobile vs. desktop vs. browser-based vs. room system video conferencing. There are different solutions that are available in different types and their features are used in different industries and sectors.

Video Conferencing Tips

There are mainly no hard and fast rules to follow during video call or lifesize video conferencing, but the end-goal is to convey your message very clearly to the end user.

Benefits Of Video Conferencing In A Corporate Culture

There are different benefits that businesses can avail out of video conferencing and the one is that businesses now don’t have to meet and with virtual meetings they are managing the entire operation as well as business. Just by using hardware, a few softwares, integrated browser support and useful productivity tools, now it has become easy communication solutions for businesses to stay remote, but at the same time, stay in touch with the entire staff.

What Are The Basic Requirements?

The baseline needs for a successful video conference are:

•    A high-definition camera

•    CPU

•    Reliable Internet connection