Regardless of the size of your business, if you have employees, then you need some kind of business phone solution. Small businesses might not see the value in investing in a comprehensive business phone system, and a VoIP system in particular. However, VoIP offers many affordable solutions for small businesses that can collectively result in a big positive impact.

At its most basic, a VoIP system allows teams and organizations to make phone calls and send messages over the Internet using an IP phone, mobile device, or desktop app. In this way, it’s quite similar to modern cell phone plans. However, VoIP systems have been developed to be business-specific, and because of this, they offer much more functionality than your standard cell phone plan.

What Is VoIP?

First introduced commercially in the late ’90s, Voice over Internet Protocol (VoIP) allows users to make phone calls over the Internet by using a set of computer protocols. This involves a phone or other device recording audio that is then transformed into raw data. The data is then compressed into individual packets that are sent over the Internet. Once the packets reach their destination, they are converted back into audible sounds and played through a speaker. This is different from a traditional analog phone system that sends audio information as a continuous electric signal from a sender to a receiver.

So, what does that mean for small businesses? Because VoIP is based on the Internet and the Internet has such an expansive reach in today’s world, VoIP offers a level of flexibility and mobility that just isn’t available with traditional phone systems. It is widely considered the most versatile solution for business voice communications.

But VoIP is much more than just the 21st-century approach to making phone calls. The real power of a modern VoIP system is that it can integrate with other communication and business technology. Text messaging, CRM platforms, analytics, artificial intelligence and other modern business technologies can all be incorporated with a typical VoIP platform to create a comprehensive hub of communications and business intelligence.

Why Choose VOIP for Your Small Business?

With VoIP solutions available for businesses of all sizes and at different price points, there’s never been a better time for a small business to break away from its traditional phone system and embrace the power of VoIP.

People working inside a small business are often asked to wear many hats. They might be sitting at their desk one minute and getting up to take care of something else. Because a VoIP system allows people to take phone calls on a desktop phone, desktop computer, or personal device, it’s perfect for employees who are constantly on the go. When a VoIP system incorporates other functions to become a unified communications platform, people at a small business can stay connected to that platform if they have access to the Internet.

VoIP for small businesses can also provide significant returns by elevating a company’s communications systems to the level commonly associated with large corporations. Today’s customers expect to be able to reach a company over the phone, through email, via chat and more. A unified communications platform allows businesses of any size to meet those expectations. Incorporating business intelligence can break down information silos and unlock a higher level of productivity that isn’t possible through the use of a traditional phone system.

Modern expectations around the workplace are changing, especially when it comes to remote work. Employees are increasingly demanding the ability to add flexibility and mobility to their working situation. Employers are also seeing the benefits of remote work in the form of higher job satisfaction, greater productivity, and more. VoIP helps small businesses meet these expectations and reap the benefits of remote work. Individuals within an entire team can work on-premise, from home, or even on-the-go.

Perhaps the best reason for a small business to choose a VoIP solution is that the technology can simplify communications. It allows a company to handle everything in a single platform, eliminating the need to switch between multiple applications. This not only saves time but also minimizes confusion associated with passwords and logins. Business integrations can also be added to a VoIP platform, making it even more simplistic yet comprehensive.

Although they might not understand why, customers will also see the benefits of adopting a VoIP solution. A centralized, internet-based communication system makes it easy to respond to customers, whether it’s over the phone, email or video chat. Call management features can make a phone system more responsive to the needs of customers. 

The addition of a CRM also allows for more intelligent interactions with customers because their information and purchase history can quickly be pulled up for both sales and customer support activities. At the end of the day, if customers are happier, it can only mean good things for the business.

VOIP Features

Getting to know the different VoIP features that are available can help you to better understand how VoIP for small businesses provides a significant return on investment. Some of the most essential VoIP features are listed below.

Call Management

Considered one of the most fundamental features of a business phone system, call management allows users to place calls on hold, manually route calls, and place calls into a queue based on priority. Call management is useful in all kinds of business settings, from the front desk at the hotel to a customer service department.

Automated Call Routing

When people call a business, the last thing they want to do is navigate that business’s phone system. Automated call routing allows the company to route calls based on any number of factors, including staff availability, service rep performance and customer type. Automated call routing gets the right call to the right place at the right time.

Auto Attendant

Given their limited resources, small businesses often can’t afford to have a receptionist handle every single call that comes into the organization. An auto attendant can be used to quickly route incoming calls, reducing labor costs and letting customers feel like they have control over where their call gets directed.

SMS Messaging

Text messaging is considered to be a standard form of business communication, and VoIP platforms have evolved to include this functionality. A VoIP system can also be configured to send out automated texts that provide updates and other important information.

Data Analytics

Data and analytics are changing everything in our world, from the way that baseball teams train their players to political campaigns. VoIP for small businesses generates all kinds of data, and the technology can be a much more powerful tool if that data is aggregated and analyzed. Because VoIP can be incorporated across all kinds of devices, it allows an organization to collect various types of call data, such as average call length or agent performance.

Call Notification

Some calls are more important than others, and missing these calls can have negative repercussions for our business. Call notification allows the right people to be notified via email when an important call comes into a company. Businesses can identify specific criteria for notification to make sure that the message is the right type of call, such as a call from a high-volume customer.

Call Parking

One of the biggest benefits of VoIP for small businesses is that it can connect to different types of devices. Call parking takes advantage of this benefit by allowing users to park a call and one device and pick it up on another. Parking allows an organization to pass a call to the right person so they can answer it when they get a free moment, regardless of whether or not they are on-premises.

Call Presence

If you’ve ever sat on hold, talked to a representative, gotten your call forwarded to another representative, and then had to sit on hold again, you know how incredibly frustrating that can be. Call presence helps companies avoid this, indicating which representatives are currently busy with other customers and which ones are free to receive a call.

Call Recording

Call recording gives business leaders more visibility into employees’ interactions over the phone. This can be used to improve customer service, review employee performance, maintain quality standards, train employees, improve customer retention and raise revenues.

Call Screening

The battle against spam calls is never-ending, and call screening can help eliminate unwanted calls. Call screening can also be used to prioritize high-value calls and decide whether or not to accept a call on their personal devices.

Conference Bridge

Group calls can be a very effective way to get everybody on the same page. The conference bridge feature allows a user to add multiple people to the same call, regardless of their location or the device they’re using.

Hot Desking

Hot desking adds significant flexibility to a VoIP system by having user profile settings automatically pop up when they log into the system. Users can switch devices or locations without losing their settings. This feature is very useful for companies with remote workers or limited office space.

Instant Messaging

For decades, the proverbial water cooler and the ability to stop by someone’s desk were crucial ways to communicate in the workplace. However, with the switch to remote work, these informal places for communication have been figuratively disappearing. Instant messaging apps have picked up the slack by allowing virtual spaces for employees to communicate. VoIP for small business can include an instant messaging platform that allows workers to blow off steam or get advice from colleagues.

Interactive Voice Response

If you’ve ever called a company and had a prerecorded voice offer you different prompts to navigate the phone system, then you have used interactive voice response. This feature gives agency to people who call the VoIP system and gives them a sense of control.

Softphone App

Because VoIP is based on software, it can be used on any device that is capable of running a VoIP application, including a desktop computer, laptop, tablet computer, or smartphone. A softphone app is what gives VoIP for small business its flexibility.

Number Porting

Companies looking to make the switch from a traditional phone system don’t have to worry about completely reconfiguring all the phone numbers that they use. VoIP providers use number porting to transfer existing phone numbers into a void system to make for a smooth transition. There’s no need to alert contacts about new numbers or even that the business has switched over its phone system.

Fax

Although faxing is becoming less relevant than it was in the past, there’s still a need for it, and many VoIP platforms allow users to send messages to traditional fax machines.

Voicemail

There are so many communication options these days that it can be difficult to know where voicemail fits in. However, it is a very useful tool in some situations. A voicemail greeting is a good way to confirm that someone has reached the correct number in a way that feels personal. 

People calling a small business can leave a voicemail and feel like they have made a form of contact. Voicemail is also a great way to leave good news and make non-urgent offers. For example, an offer to buy products from a company sounds a lot warmer and more personal in a voicemail than it does over email or text messages.

Voicemail is also a form of documentation that can be distributed and referred to at the end of a later time. Many VoIP systems have voicemail forwarding that allows users to pass these audio messages to one another.

Voicemail-to-Email

Voicemail to email helps to prevent important voicemails from getting lost or forgotten about. With many people using their inbox as a to do list, voicemail to email can also help keep workers organized.

Automated Voicemail Transcription

There’s something about reading a voicemail transcription that helps to drive home important information. Automated transcription memorializes important names, phone numbers and other important details that someone leaves in a voicemail. This makes it easy to refer back to later without having to listen through unimportant details.

Video Conferencing

Video conferencing became a standard form of communication during the pandemic, and VoIP for small businesses can include video conferencing. Using a video conferencing solution inside a VoIP platform helps to keep all communication channels in the same place for easy use.

VoIP Dashboard

A VoIP dashboard helps to organize, control and manage everything associated with the platform.

VOIP Set-Up and Integration

VoIP for small business can be incredibly powerful, but that power is severely limited if the system isn’t properly set up and integrated.

The first step is to figure out how many lines are needed. The number of people in a business will not directly correlate to the number of users for a system.

The next step is to assess overall internet connectivity. A VoIP system is completely dependent on a strong and reliable internet connection. If employees will mostly be co-located, on-premise routers should be dependable and correctly configured. If a significant part of the workforce will be mobile or remote, the connection capabilities of those workers must be taken into consideration.

Functionality is another key consideration when switching to VoIP for small business. You should determine both general functions that your business needs and functions that are useful in your specific industry. For example, a company that handles high volumes of sales or service calls should have a call queuing system.

Once the necessary phone and digital capabilities have been determined, you should establish a set budget. Leaders should also consider costs related to customer support.

The next step is to shop around for a service provider. Look for a provider that offers the features you are looking for in a pricing structure that makes sense. The ideal VoIP provider has a strong reputation and track record of security. They also offer price transparency and robust customer support. Be sure to ask about installation and set-up costs.

After a provider has been chosen, you can work toward a smooth installation. Established companies may want to port over their existing phone numbers and phone structure. A good provider will also be able to help the company make improvements to a legacy phone structure in ways that take advantage of VoIP technologies.

Users can then be added after a system has been installed. Small businesses may only need a few lines, but setting up these lines strategically can go a long way to supporting collaboration. Users should try out the system and test out all of the system features, such as group calling or video conferencing.

The rest of the set-up process is more focused on software configurations. One of the most important getting figurations is establishing rules for call routing and call management in general. Getting these rules right ensures that calls will always reach the right destination. These rules should be set up for out-of-office, vacation and other personnel-related situations.

Finally, setting up other software integrations can help you get the most out of VoIP for small business. These integrations are crucial to getting the most out of an investment. For example, CRM and business intelligence integrations can provide revolutionary insights into communications and collaboration processes, allowing a company to reach new heights of productivity.

Grow Your Business with Small Business VOIP Services from Taylored Systems

At Taylored Systems, we offer VoIP communication services to Indiana businesses so they can have a more flexible, scalable and dependable alternative to traditional phone systems. We offer hosted VoIP solutions that don’t require major overhead, making them highly accessible for smaller companies.

When your company works with us, our experts will help you design, install and manage your VoIP platform. Your company will be better positioned to communicate with customers, clients, and suppliers who are out of state or out of the country through unlimited local and long-distance calling.

Our experts can also help you with general and advanced features. Interactive voice response, voicemail, call transfer and more will allow you to communicate at the level of a much larger company. Analytics and business integrations will help your company improve operations and productivity.

After your system has been designed, we can install it with a very simple set-up process. There is no need to install complex wiring or bulky hardware. Because VoIP is based on the Internet, we can have your system up and running much faster than it would take to install a traditional phone system.

We also offer simple, transparent pricing. When you work with Taylored Systems, there are no hidden fees and complicated charges.

Taylored Systems backs up its VoIP solutions with first-in-class support. Our experts can help you with everything from the initial set-up to scaling up the system. We also provide support 24/7 to ensure that your VoIP system will remain up and running.

We also understand that business phone systems are just one aspect of how a small business communicates. Our experts can set up a unified communications solution that has your company communicating across many different channels, from voice to instant messaging to video conferencing.

If you are wondering if it’s time for your business to switch to a hosted VoIP system or how a hosted VoIP system can improve productivity, you should contact us today to arrange a consultation.