Many businesses are moving from traditional phone lines to cloud-based VoIP phone systems. For many business owners and their employees, that has meant an increase in overall convenience. Instead of using on-premises and personal phones, employees can use cloud-based phones to answer their communication needs.
What does moving from a phone line to a VoIP system mean for your business?
1. You are no longer tied to a physical location for those calls, which means it’s easier to conduct business from anywhere.
As of late 2021, around 25% of employees were still working remotely, and about 45% of workers worked from home at least part-time. Remote work has become part of the norm for a reason: around 67% of employers report that productivity while working remotely is the same as productivity when employees come into the office, while about 27% note that productivity increased when they allowed their employees to work from home.
Allowing employees to work remotely, where possible, may have several advantages for your business. Many employees now expect to be able to work a flexible schedule or at least part of the time remotely: in fact, as many as 70% of candidates will turn down a position requiring full-time in-person work. Allowing your workforce to work remotely may allow you to cut costs on in-office space and technology. You’ll also access a larger pool of candidates for your open positions, increasing the likelihood of finding the best person for the job.
2. You can access better tools for better collaboration and communication.
Thanks to the shift away from traditional phone lines, many businesses have discovered that they can offer better features and integrations for their employees and customers. Communication isn’t just about two-party phone conversations; VoIP technology can provide many advantages as you try to communicate during meetings, with vendors and contractors, or with your employees.
Video Calling
With VoIP technology, video calling and conferencing are as simple as calling over a phone. Video calls can help increase overall connection and make those longer meetings more engaging for employees. A video meeting may make it easier to share vital information with the other parties on the call. You can quickly bring together multiple people for a video meeting through your VoIP system—something a traditional phone system cannot accomplish.
Increased Security
VoIP technology, with the right provider, provides secure technology that helps maintain HIPAA compliance or ensure high-level security for your business. With cyberattacks on the rise across industries, that security has become increasingly critical for companies, whether they need to protect vital client information or keep up with essential details.
Business Numbers
Businesses often want to use professional business numbers rather than their personal phones for business communications. Business numbers may need to include the area code where that business is being conducted. Business owners may want to create a unique number system that will make it easier for customers to connect that number back to them. VoIP technology makes it simple. You can select from various available numbers and area codes, allowing you to easily customize your number to reflect the unique needs of your business.
Enterprise Features
Many big enterprises want to offer better technology and features to their employees. VoIP technology makes it easier than ever. Enterprise features may include options like hold music or even automated attendants to keep people engaged while they wait to speak with a representative. You can also use your VoIP system to offer an automated greeting to customers while waiting for a live person to get on the line. VoIP lines provide all the features both businesses and customers are looking for.
Live Receptionist Access
Even small businesses can benefit from having a receptionist who can screen calls and ensure they’re directed to the correct location. Often, a receptionist serves as a vital tool for making customers feel heard or ensuring that important calls get through when you need them most. Furthermore, a live receptionist can provide that essential human touch. Your VoIP system can use a live receptionist, even when you don’t have one in the building.
Related: What is a Business VoIP Phone System?
3. VoIP technology is quick and easy to scale.
As your business grows, you may need to be able to quickly add more lines so that you can bring on additional employees. Thankfully, VoIP technology makes it simple. You can have as many or as few numbers and lines as you need—and you can change your plan according to your current needs, which may make it easier to ensure that your business can grow as needed.
A landline system can be complicated to scale. Not only does it rely on physical technology, but you may also have difficulty arranging for new lines, especially when you have employees working from multiple locations. You may have to wait for a service provider to come out any time you need to add new lines, and subtracting those lines can prove just as tricky. With a VoIP system, that transition is much easier, whether your business is growing or you’ve found that your phone support needs have decreased.
4. With a VoIP line, you can do more than just call customers, coworkers, and vendors.
Many of today’s customers no longer want to speak verbally with a customer service representative. They prefer text or email: a less-personal form of communication that allows them to engage in other activities while taking care of the essentials or provides them with a record of the communication. Text and email also enable customers to engage on their preferred timeline, rather than being stuck waiting on hold for an extended period or having to take a call at an inconvenient time just to get the help they need.
Texting
VoIP options will allow you to communicate with customers via text just as easily as texting from a personal line. Thanks to the convenience of texting, you’ll be in a better position to communicate with customers the way they prefer to communicate, and you may find that you’re able to provide better overall levels of customer satisfaction.
Texting is also a non-intrusive way to stay in touch with customers. Around 99% of text messages are opened and read, 97% of which are read within 15 minutes. While that’s great for text message marketing, it’s also an excellent way to check-in with customers to make sure that you were able to resolve their problem or that they’re happy with a new product. Customers can then answer at a time that’s convenient for them.
Emailing
Your VoIP program can make it possible for you to send an email in response to a text message. The text-to-email feature can send a more detailed email to customers’ inboxes, which will provide them with more information or a longer-form response to a quick query. That feature may also help keep all of your communications with a customer together in one place, making it easier to keep up with all the touches you’ve had with a customer.
5. The end of landlines means freedom for employees on the go.
Many of today’s employees are no longer working from the confines of an office. Some of them work from home. Others may have work tasks they may need to take care of while on the go. For example, some of your employees may need to work in the field or while visiting client sights. Others may even work while traveling.
With VoIP services, employees can handle calls no matter where they are. That means employees can work from wherever they are, making it easier for small business owners or employees to remain in contact while on the move.
Convenience for Business Owners
Business owners, too, will find a great deal of convenience in the ability to take their business lines with them on the go. You may not want to take business calls on your personal cell phone, especially since you may not want to share your private contact information with employees, vendors, or clients. However, you may need business contacts to be able to reach you even while you’re out on the go. Much of your day may be spent attending meetings or meeting with potential clients, often in the field. With a VoIP line, you can take your business communications with you, allowing you to stay in touch with your business contacts while keeping your private contact information private.
6. Cellular networks are, in modern times, more reliable than landlines.
Increasing numbers of people and businesses are shifting to VoIP services and cellular networks rather than relying on landlines for their phone needs. As a result, phone providers are also changing how they approach those lines and grids. Many providers are choosing to focus on maintaining their cellular networks. On the other hand, providers may no longer maintain landlines regularly. Landline repairs may take longer to complete, leading to unexpected outages that may make it difficult for your customers to reach you.
VoIP lines are, in general, highly reliable. Cellular networks are often more regularly maintained than landlines. Since many people rely heavily on cellular networks for many of their needs, your VoIP provider will have a customer support team that can provide you with much-needed support during an outage.
7. Landlines are becoming increasingly less popular and could soon be phased out altogether.
Many providers are moving away from landline support and taking advantage of cellular networks to provide the support businesses, and private users may need. If your company hasn’t made the switch to VoIP, you may find yourself struggling to catch up when that inevitable transition does occur.
By switching to a VoIP line now, you can ensure that your business is ready for whatever may come, including the general shift away from landline technology. Unfortunately, if you’re still reliant on your landline when the switch takes place, you may find it much more challenging to keep up with the changing needs of your customers and your business.
Related: Will Internet Phone Services Replace Landlines?
8. VoIP can help you save when compared to the cost of a traditional landline.
Many business owners fear shifting to new technology because they worry about the potential cost of making that switch. VoIP technology, however, is often less expensive than using a landline for your business needs. A VoIP provider can help you compare your current budget to the options available when choosing a new VoIP plan.
Is Your Business Prepared for the End of Phone Landlines?
Phone landlines are on their way out. Increasingly, more businesses are turning to VoIP technology or using cellular networks to help enhance their overall connection and decrease costs. The shift to VoIP can have several advantages, including improving your ability to utilize available technology like video calls, texting, emailing, and more, all from the same location.
Is your business ready to make the switch to VoIP? At Phone.com, we aim to help increase overall communication and make it easier for you to make the most of your business communications. Contact us today to learn more about how we can help you achieve your communication goals.