As a company operates, its success fluctuates; business can slow down or rapidly increase. Lately, we have seen many changes in the small business industry, and many companies were affected by the current situation.
Whatever the outcome is, it is common that a corporation decides to downsize to a smaller office or expand by purchasing or renting new commercial property.
When that happens, there is plenty of room for improvement. Remember that change is necessary, and it should always be for the better. With that in mind, if you are moving to a new office, there are plenty of reasons why you should consider switching to VoIP.
What is VoIP?
VoIP, also known as Voice over Internet Protocol, is a communication technology that makes audio and video calls over the internet possible. It represents the peak of communication methods at the moment. Any business that is not currently using VoIP telephone systems should take the opportunity to improve its outdated equipment.
This modern solution allows everyone within the company to stay connected. You can organize team calls, webinars, or business meetings worldwide, without ever having to worry about the long-distance call fees.
The advantages of using a VoIP system
Besides the already stated fact that internet calls are substantially cheaper no matter how long they last, there are many other reasons why your company should consider switching to VoIP.
Let’s see how a small business phone system can take your business to the next level.
Let’s delve a bit deeper into the lower costs of VoIP systems. The first thing to notice is that a VoIP plan can cost as little as $20. That is a bargain, considering how Denver’s landline phone system costs around $50 per line per month. Are you already in love with this system?
The following way you will save money with VoIP is that there is no private branch exchange installation. PBX hardware is a necessity for landlines, and the price for it varies between $500 and $2500 per user. That is a lot of money.
Since VoIP operates via a broadband power connection, it does not require a PBX. Furthermore, since a VoIP network allows the transmission of both voice and data over the same line, there are no copper wiring charges. You can even set up a fully wireless system and not use a single ethernet cable.
Additionally, with a VoIP system, your calling expenses will drop by almost 60% for local calls and a whopping 90% for international calls. And, there is no need to pay for standard maintenance fees since the entire plan is treated as a monthly, quarterly, or annual subscription, and you get the customer support services of your provider. This will cut your recurring expenses as well.
Finally, switching to a VoIP system will also help your employees when working remotely. They will stay connected with everyone and even get add-ons free of charge, as a part of the regular software updates.
Furthermore, all internal calls within the company are completely free. You just need the number of the softphone device you are using, and you can call any station without any charges. That is a huge advantage for everyone in the company.
You can truly make communication easy for everyone by switching to a VoIP system.
How VoIP increases the accessibility
Before we look at how VoIP increases accessibility, it is crucial to talk about the two types of VoIP systems:
- on-site location hosting;
- cloud-based hosting;
This is important because the cloud-based VoIP hosting completely changed the way business communication works today. As long as you have a steady data connection, you can call or receive calls from any place in the world. With that in mind, a substantial number of businesses all over Colorado are switching to the cloud-based environment.
All you need is a software app on your smartphone or tablet, and you are ready. This kind of flexibility is something that any business needs. It is a crucial benefit for your employees because they are not physically tied to any location.
The advantage of VoIP portability
One of the everyday things that happen when you are moving to a new office is that you change the company’s address. Furthermore, if you have a landline, you will get a new number. That is a huge downside if you consider that none of the partners or customers will have this number.
VoIP fixes this problem. Once you get your virtual phone number, you can use it wherever you are. Even if your office changes the address again, you still get to keep the number.
Considering that, all you have to do is find reliable movers that will handle the relocation of your headquarters, and you don’t have to think about all the people that will need your new number.
The business market in Denver is very fertile for small companies. There is a lot of room and opportunity for expansion, and all you need is the right set of tools for it. VoIP systems play a crucial role here.
If you decide to grow your business, VoIP’s flexibility allows you to do so without any additional expenses. There is no need to purchase new landlines, dedicated lines, or hardware.
Exceptional setup features
Having a complex system like VoIP brings many advantages to the table. For example, advanced features like transferring a call, auto attendant, or many others allow you to customize your setup. You can even get a virtual number with any area code.
That is an excellent feature to have if you operate in multiple states. That way, the locals can recognize their area call and feel more connected with your company.
Another huge advantage is that you can easily set up a complex greeting message so that it looks like you have a huge call center and multiple departments. In reality, you may be a single person handling everything.
The voice quality is superb
One more reason why you should consider switching to VoIP when moving to a new office is that the audio quality is very clear. That is a crucial feature for any business with customer support operating via phone. Recording customer calls is necessary, and you don’t want low-quality audio.
However, it is crucial to understand that this requires a good internet connection with a lot of bandwidth.
Start using softphones
Once you use a softphone app, you will never want to switch back to the old method. Softphone does not have an actual hardware phone, but only a software application on your device. You only need headphones, and you are ready to make or receive calls.
Caption: One of the major advantages of VoIP systems is that they allow you to use softphone apps.
Alt: A lady working in a call center, and using a softphone.
A considerable benefit is that you free up desk space, and you don’t have to worry about cables. Furthermore, you have all the software support you need. Your softphone provider is available for any issues you experience.
VoIP offers an increased level of security
The final reason why you should consider switching to VoIP systems is that they provide an increased level of security. Social engineering improved over the past few years, and there are many reports of fraudulent phone calls scamming company employees.
With the encryption and identity management VoIPs provide, your virtual phones will be much more secure. However, keep in mind that a security audit done by the provider is not always enough. Make sure that your employees understand the importance of following proper password protocols.
Upgrade your system while moving to a new office
If you decided to switch to the VoIP system, you could do that while moving to a new office. There is no reason to wait or move old phones only to remove them later.
With that in mind, pick a reliable provider; they will make sure that everything goes smoothly.
Your business cannot be on hold while you make the change, so it is crucial to do everything as seamlessly as possible. With the right type of assistance, it is possible to do the transition one department at a time, ensuring that the rest of the company operates without any delays.
Seven easy steps to set up VoIP while moving to a new office
Here is a clear and concise instruction on setting up VoIP while moving to a new office. It consists of seven easy steps, so let’s see what they are.
- determine how many VoIP users you need;
- check the requirements for office internet speed;
- come up with a budget;
- pick the features you want to purchase;
- choose the best VoIP phone service provider in the USA;
- decide if you wish to use VoIP phones or softphones;
- configure the system with the help of your IT department
Switching to VoIP while moving to a new office made easy
As you can see, moving to a new office can also be an opportunity to improve your business. Consider switching to VoIP systems and help your company and employees grow.
This decision is a no-brainer, just give it a shot and enjoy all the advantages it will bring you in the future.