Why You Need to Use a VoIP System-The 2020 Guide to VoIP Phone Systems

What is VoIP & how does it work?

VoIP stands for Voice over Internet Protocol and is a technology that facilitates phone calls over an internet connection. It converts the user’s sound into a compressed digital signal and transmits it through the internet.

Top VoIP Phone Features

Some of the best features offered in VoIP phone systems are:

  • Unlimited Calls – You can call as many numbers as you want. There are no minutes tracking which results in instant savings.
  • Call Queuing – If your team is busy, callers will simply be put into a waiting queue for the next agent to get available to take the call. The customers will not have to call back which makes the process quite easy and enjoyable for them.
  • Auto Call Pick Up – People who call you can be greeted instantly and redirected to the relevant department or agent. This creates an excellent impression of your business in the mind of the caller.
  • HD Voice Quality – Annoying static is completely eliminated for having vibrant conversations, thanks to the G.722 codec.
  • Virtual Numbers – VoIP systems can generate virtual numbers which ensure that your real contact number stays hidden from spammers. Multiple virtual numbers can be generated for better distribution to various departments.
  • Caller ID – VoIP systems implement a caller ID feature as well which allows the system to tell the name and number of the person on the other side of the call. This can help businesses identify their customers better.
  • Online Fax – Similar to emails, faxes can be sent and received electronically using VoIP systems without having to install wired devices.
  • Text Messages –Text messages similar to phone SMS can be sent and received over VoIP systems.
  • Team Collaboration – Chat, voice calls, and video calls with your team can be made possible in a few easy steps using VoIP systems.
  • CRM Integration – A business can integrate its VoIP phone system with its current implemented CRM system which helps boost productivity.
Why your business needs to use a VoIP system

For businesses, VoIP phones solve a lot many problems. They provide a reliable calling service at low costs. There is no more need of having a dedicated server room with on-premises PBX as these are now replaced by VoIP desk-phones configured for your business requirements.

  • Cheap Software and Hardware

VoIP software and hardware costs are pretty low as compared to traditional telecommunication systems. The leading VoIP providers strive to provide the latest software and hardware to their customers which removes the need for businesses to purchase phones and other required systems. This helps the businesses in saving money for use in other departments.

  • Flexibility

A VoIP converter can be used with a traditional phone as the converter is like a USB memory stick and it can be plugged into a computer. This allows the converter to convert the analog signals from the traditional phone and convert them into digital signals which can then be transmitted over the internet. The VoIP system provides a unique VoIP contact line which can also be used to receive calls over the internet at a high data transmission speed.

  • Simple Conference Calls

Using a VoIP system removes the need for having dedicated contact lines and instead, simple conference calls can be placed using traditional phones.

  • Global Access

VoIP systems provide efficient telecommunication facilities with global connectivity. Users can access voice, data, and fax services through the internet. VoIP systems are portable and allow users to connect whenever and wherever they want to.

  • Mobility

VoIP systems have a high degree of mobility as they do not require unique numbers to be handed to each contact line. Even if a business is changing its office location, the VoIP system ensures the transfer of the numbers.

  • Better Bandwidth Usage

A not so well-known feature of VoIP systems is that it does not use up the complete bandwidth of an internet connection. With almost 50% of all voice phone calls being silent, VoIP systems use data from other consumers to fill the gaps and manage the resources better. The VoIP system also removes and compresses speech redundancies to facilitate a better quality of communication.

  • Several Purposes

Other important and useful features offered by VoIP systems include videoconferencing and file sharing. People can use this to stay up-to-date with what discussions are being held with regards to the business. It includes meetings, agendas, deals, documents, and files. The need to have a physical presence is totally gone and people can attend these calls while being remotely available as well.


As discussed above, VoIP systems offer a host of features in addition to their primary intention of facilitating voice calls. These features include but are not limited to, contact lists, virtual numbers, voicemail, caller ID, voicemail to text transcriptions, message sending, and many more.


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