The Advantages of VoIP Telecom Systems for Small Businesses

VoIP (Voice over Internet Protocol) phone systems have been around for a few years now, but if you’re unsure whether they pose a genuine business advantage, or what VoIP really does, you are not alone.

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In 2025, traditional wired phone lines will become obsolete when the PSTN network is switched off. A no-sell rule comes into force in September 2023.

VoIP phone systems for small business is the solution of choice for thousands of businesses looking for efficient, cost-effective alternatives that allow colleagues to work from home, without commanding a communications budget uplift, and with minimal risk of dreaded downtime.

An Introduction to VoIP Phone Systems

VoIP phones work like any other; you can store contacts, make and receive calls, or connect your phone to a voicemail service. The primary difference is that you aren’t using standard phone lines.

Instead, VoIP transmits connections via broadband, packaged into digital units. That means you can call anybody, anywhere, paying minimal call charges even for international calls. Users can also connect via voice or video as suits, with the ability to integrate telecoms with other software.

The Benefits of VoIP Over Analogue and Video-Call Apps

When recommending a particular VoIP telephone system, one of the first questions usually asked is about cost – understandably so since businesses can spend infinite amounts on outsourced IT support services and technological solutions and need to be 100% confident that any new hardware is a worthwhile investment.

Businesses can integrate hardware and headsets with remote conferencing apps, file-sharing tools and email services, which is a notable advantage for remote workers or people trying to communicate on the go. It is cheaper to make any VoIP call, even to the other side of the world, compared to using a mobile or a conventional landline.

VoIP phone lines are straightforward and low-cost to configure, install and maintain, whether you want to replace existing phone lines with a more innovative solution or reconfigure a system to suit changing requirements.

One of the key factors is that VoIP is reliable and works anywhere you have a decent internet connection. Ever missed a crucial call from a prospective client because you were in a phone fade area? VoIP significantly reduces the risk of that happening.

For example, connecting VoIP lines to a CRM system means you can manage marketing calls, log conversations, and keep accurate customer records to improve outcomes throughout your sales pipeline.

Ingenio Technologies, the Sussex IT Support Company provides an overview of VoIP, how it works, and its advantages, particularly for SMEs and companies with a hybrid working environment.

Let’s run through some of the other perks to consider:

Boosted mobility: you don’t need to be tied to your desk, sitting in the building, or anywhere, in particular, to use an official business phone number, check your messages, or run through your call log.
Control over expenses: setting up a VoIP system costs less than installing phone lines, and if you’re making calls or video calls between two devices, or whole teams, it normally won’t cost a penny. Call charges from your VoIP line to a landline carry a cost, but at much lower rates.
Scalability: hardware and communications that aren’t fit for purpose can cause endless headaches, such as legacy phone systems with limited outlets or user stations. VoIP systems can be adjusted at any time, whether adding new headsets or hardware, creating new lines, or removing unnecessary lines when a colleague leaves.

Businesses can add multiple potential call features to improve customer service, response times, or efficiency, such as call transferring, call forwarding, automated menus, conference calls, or call holding, so you can work smarter and faster while spending less on your telecoms.

Remote Working With VoIP Telecoms

The pandemic changed how we work, socialise and communicate, and connectivity has never been so important. Most businesses now incorporate a blend of hybrid and remote working. Even where colleagues are WFH one or two days a week, staying in touch and improving accessibility are key.

VoIP is uniquely suited to remote working or devolved team structures and ensures every individual has access to discussions, collaborations, or decision-making, regardless of whether they are at their desk or elsewhere.

Work flexibility is a priority across the business sector. This phenomenon is unlikely to change with forthcoming legislative changes to expand rights to request remote or hybrid work from day one.

Digital calls are fast, cheap, and reliable, with endless possibilities to customise your configuration or add advanced call handling functions without the additional costs you would normally expect with features such as call analytics or call queuing.

VoIP hardware and headsets are entirely portable, allowing staff to retain existing phone numbers and access to business records and data without the security risks or connectivity issues commonly associated with trying to shift equipment to a home office.

VoIP Digital Call Security

A final element to think about is security and how small businesses can improve productivity and flexibility but ensure they have sufficient safeguards to protect themselves from data loss, fraud, or cybercrime.

VoIP telecoms systems offer as many additional security tools as they do call features, allowing businesses to commission a system with greater security, even where internet-based calling is presumed to be more exposed.

Options that may be relevant include end-to-end encryption to guarantee call security, and an essential service for businesses handling sensitive information, personal details, or financial data.

Businesses can also implement SPAM call tagging and blocking, endpoint security, and multi-factor authentication for call apps, helping remote and in-house staff carry out their work with a robust safety blanket to provide quality and security assurance.