The Benefits of VoIP | Microbyte

The Benefits of VoIP

The Benefits of VoIP

Business Voice over Internet Protocol (VoIP) is now used by approximately two-thirds of organisations globally. It represents the digitisation of phone calls and other communications. Along with replacing traditional phone lines, VoIP often supports video calls, private messaging, and add-on features. 

There are now over 3 billion people using VoIP technologies. Learn about the excellent benefits of VoIP below:

Here are the Key Benefits of VoIP for Business

1.  Cost Efficiency

A private branch exchange (PBX) or similar telecommunications system requires specialist hardware and occasional maintenance to keep it operating smoothly. Initial and ongoing capital investments are not insignificant, adding financial pressure on small and medium-sized enterprises (SMEs) and startups already strapped for cash.

In comparison, VoIP-integrated services do not require special hardware, saving space in busy offices. Making phone calls is notably less expensive than standard phone networks (copper wire-based networks are being phased out in 2025). Rates as low as 1p per minute are possible, dependent on the VoIP provider and subscription plan.

While phone call or video call volumes vary, potential annual savings per employee of around £5,000+ are not uncommon. Costs are easier to visualise and manage, so no more nasty surprises on the billing date.

Remote work is also supported. PC apps and web browser access, to make and receive calls, facilitate this. Mobile apps on iOS and Android extend VoIP usage to work from home, on the road, or when meeting a client.

2.  Enhanced Accessibility

Workforces are increasingly spread out rather than in a single location. Companies often struggle to manage multiple branches while providing a consistent communication experience for employees and customers.

Using a VoIP telephone system, employees, temporary workers, and remote employees gain access to the company’s telecommunications system. They can make calls, receive calls, initiate video interactions, send messages, and more. Everything is logged and searchable. 

To connect through the VoIP app, users only need a 4G LTE or better mobile connection to connect via secure Wi-Fi. A well-designed communications interface reduces training time for new team members. Tools like VoIP phones, laptops, smartphones, or tablets allow users to stay in touch from anywhere.

As companies embrace remote working, VoIP becomes essential to give team members freedom of movement.

3.  Scalability

Back in the day, getting a new business phone service installed required months. Nowadays, getting a new phone number for the office or adding a new employee to a business phone system is a doddle. 

Scalability is a key factor for businesses interested in VoIP. Effortless scaling using VoIP prevents service bottlenecks. Providers create vast systems designed to handle enormous capacity. Each client on their system utilises a tiny fraction of their total capacity, delivering the type of scalability customers demand.

The good news from a financial perspective is that scaling is usually charged per person/user. Like adding a new user to a software subscription, VoIP packages scale with changing customer needs. No new investment in additional hardware is required to achieve this.

Whether your business sees rapid growth spurts or seasonal fluctuations, VoIP smooths the way whilst removing potential headaches. Talk with Microbyte to learn what our VoIP experts can offer you.

4.  Advanced Features

VoIP providers include both basic features with a subscription and advanced features at an additional cost. These enhancements extend the service capabilities to rival – and often surpass – what traditional UK business communication providers offer.

Here are some of the standard features available:

  • Auto-attendants: As a virtual receptionist, this creates a voice telephony-capable system. Callers choose from a series of numbered options to direct their calls. This avoids needing a receptionist to answer each call and transfer live callers.
  • Conference calling: Easily arrange a conference call for multiple participants. No longer does everyone need to be physically present or near a landline to join in. If they are using a compatible device, they can access the VoIP system and securely connect to the conference call.
  • Call forwarding: Forwarding a call from a work number to a private or personal number is helpful for callers. It avoids their needing to leave a message when the employee is likely contactable through a different number. This avoids losing potential sales leads or missing important calls where a message is insufficient.
  • Voicemail service: Once having made the call, leaving a voicemail is faster than typing an email. Message alerts and recorded voicemails are accessible from anywhere.
  • Voicemail to email: Some VoIP providers include a voicemail-to-email service. An email notification is sent regarding the waiting voicemail. Either an attached voicemail file or a secure link to the voicemail recording inside the VoIP app is provided (the latter ensures greater privacy). Transcription services, augmented by AI, are another possibility; not all providers offer this yet.

More advanced features include:

  • Call queuing: Similar to call centre operations, call queuing is another useful feature. It allows callers to wait in a queue before reaching a company employee or the helpdesk. This feature is handy for companies where a fully featured call centre system is overkill, yet some of its features prove useful.
  • Call recording: A phone call recording facility makes it easier to train newer staff on telephone etiquette. It also provides a backstop for outlandish customer claims that do not jibe with expectations. Listening to the call confirms what was said or agreed to.  
  • Call monitoring: Actively monitoring calls and occasionally jumping onto a call is beneficial. A supervisor or manager may select this option when deciding whether to assume control of the conversation.
  • Caller ID: A caller ID facility confirms who is calling based on supplied caller information. This can be linked to in-house information about the customer or long-term client.
  • Real-time call analytics: See live call data as it happens. Monitor for call backlogs, extended call durations, and other issues. Adjust scheduling based on changing incoming caller demand.
The Benefits of VoIP
The Benefits of VoIP

5.  Integration Capabilities

Software integrations improve business operations. They allow real-time cooperation through data sharing between multiple apps.

For example, an active VoIP call with caller ID enabled may link to a customer database inside customer relationship management (CRM) software. This allows an employee to instantly view contact, sales, and other information relating to the caller. The process saves time and avoids the need to search for the customer record whilst on a call.  

Superior VoIP systems support numerous integrations with CRMs, databases, email clients, Software as a Service (SaaS), and other popular apps. They streamline internal workflows, create fewer points of data overlap, and enhance the customer experience.

6.  Improved Call Quality and Reliability

One of the many benefits of using VoIP is the ability to experience high-definition (HD) voice quality. When the business has enough internet capacity, digital calls are stable, with clear voices and tonality. Few issues, such as excessive background noise, delayed responses, or confusing echoes, are present. 

While the early days of VoIP sometimes suffered from dropped calls or inferior quality because of latency and slow bandwidth, technologies have vastly improved and internet speeds are significantly faster, resolving these initial concerns. Therefore, business customers prefer VoIP communications once they have tried the latest generation. 

Cloud-hosted VoIP solutions support high uptime reliability too. They deliver a consistent caller experience – including the interface – while supporting remote access. This maintains high-quality communications at the office, in the home, or inside a hotel room.  

Discuss the latest features with one of our VoIP experts at Microbyte.

Choosing the Right VoIP Provider

VoIP service providers differ noticeably in call quality, service uptime, and effective security. Functional integrations with existing business software ensure effective use of in-house proprietary data. This makes it easier for employees to do their jobs and streamlines existing workflows.

While the latest VoIP features attract considerable interest, it is important to balance this with the provider’s track record. How long have they been in operation, and how consistent have they been? Our VoIP technicians can help guide a decision for your business based on your stated criteria, leading to superior outcomes. 

Contact us today. 

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