Confused about switching to VoIP or sticking with your old landline phone system? If yes, read this article till the end to get a clearer picture and choose the right phone system for your business now.
Both telecommunication providers have their advantages, but lately, many businesses are switching towards VoIP technology due to the revolution in the telecommunication industry.
As a result of technological advancements, telecommunication is no longer just about making a phone call; today, businesses communicate and collaborate over Video calls, conference calls, and team chat and have proven records of increased efficiency.
Different businesses have different telecommunications needs, so choosing the right phone system is crucial. So, let’s get started and learn which phone system is right for your business.
What is a VoIP Phone system?
VoIP phone systems are modern telecommunication technology that transmits voice signals into digital data packets and enables communication over the Internet. Voice Over Internet Protocol (VoIP) phone systems do not require any additional hardware, traditional phone lines, or infrastructure to perform a call as it runs over the internet, so it is also called internet calling.
VoIP-enabled devices such as PCs, laptops, smartphones, and tablets allow you to perform worldwide calls with cost-effective solutions and save up to 50-75%. As VoIP runs over the Internet, it reduces operations costs by eliminating the need for physical telephone lines, making international and long-distance calls extremely affordable.
By using a VoIP phone system, you can communicate and collaborate seamlessly, with features like video conferencing, team messaging, group calls, voicemail CRM integration, and more.
Businesses can communicate more effectively with VoIP phone systems and scale up and down per business requirements. Furthermore, VoIP phone systems are easy to use, reliable, and secure, making them more popular than traditional ones. Here are some pros and cons of using VoIP Phone system:
Pros of VoIP Phone System
There are several advantages to VoIP, some of which include the following:
1. Cost-Efficiency
Compared to traditional phones, VoIP phone systems are more cost-effective as they perform calling over the Internet. Not only that, VoIP phone system does not require additional hardware or extra cost to build a VoIP system; rather, it reduces international calling charges and long-distance calling charges. Moreover, using a VoIP phone system can save costs on repairs and maintenance.
2. Flexibility and Scalability
VoIP phone systems do not require a wire connection or are not tied to any physical location. Moreover, Internet and VoIP-enabled devices allow users to connect from anywhere. The VoIP phone system provides flexibility as you do not have to stick to a workplace.
You can work remotely and manage multiple locations from anywhere with an internet connection. Furthermore, VoIP phone systems are scalable as they allow you to add or remove phone lines and features according to the business’s requirements.
3. Feature-Rich
A VoIP phone system offers many rich features that landline phone systems do not, like call forwarding, auto attendants, text messaging, voice mail, call routing, call waiting, caller ID, video conferencing, and integrations. These enriching features help businesses to communicate worldwide over VoIP-enabled devices, help improve communication and collaboration across the channel, and create professionalism.
4. Integration Capabilities
Integration capabilities are one of the highlights and factors VoIP stands out. A VoIP system allows you to integrate with various tools and software applications like Customer Relationship Management (CRM), helpdesk, and other communication channels like email. Integrating business tools helps businesses operate more efficiently and communicate more effectively.
5. Mobility and Remote Work
VoIP eliminates the downtime caused by switching landline phone systems because number porting enables businesses to use VoIP services without changing their phone numbers, only their telecom service providers. Businesses can continue to operate with the same number without losing customers. VoIP has multiple collaborative tools and does not require a fixed workspace, so employees can work from anywhere and never miss a customer call.
Cons of VoIP
Even though VoIP phone system has several advantages compared to traditional phone systems, there are some cons. Here are the cons of using VoIP.
1. Heavily Relies on Internet connectivity
Since VoIP phones rely on Internet connectivity, calls are accessible, and the quality depends on the network connection. VoIP calling requires stable and good internet connectivity. An unstable internet connection can lead to calling issues like call drops, latency jitter, freeze, and low audio quality. Due to this, businesses and users must keep a backup for emergencies and use a strong internet connection.
2. Voice Quality
VoIP voice and video calls are highly dependent on the network quality. Due to network congestion, latency, or jitter, VoIP voice quality may be affected, causing audio delays or distortions.
3. Security Concerns
As VoIP data are transmitted over the internet, it becomes vulnerable to cyber-attacks. Some potential risks VoIP users may face include eavesdropping, phishing, unauthorized access, hacking, or stealing your identity when using VoIP calls or data over the internet. So, VoIP users must implement proper security measures to address this problem.
4. Emergency Services
VoIP services may only sometimes be as reliable as traditional phone systems when dealing with emergencies. Traditional landlines usually provide accurate location information to emergency responders, but VoIP services may not offer the same feature.
What is a Traditional phone system?
Traditional Phone or landline telephone systems are old telephony technology based on analog or circuit-switched technology, also called Public Switched Telephone Networks (PSTN). Since traditional phone systems transmit voice signals over copper wires in analog data packets, this telephony system heavily relies on physical telephone lines, hardware applications, and infrastructure.
Traditional telephone systems establish voice conversations by creating a dedicated channel between two callers for the duration of the call. Usually, traditional phone calls are reliable and more secure than Internet calls.
Pros of Traditional Phone Systems
The traditional phone system may seem outdated, but it has many advantages, making it a relevant technology even in today’s digitalized world. Some of the pros of traditional phone systems are as follows:
1. Call quality and reliability
Compared to VoIP phone system, which runs over the internet, Traditional phone systems offer reliability and top-notch call qualities. In traditional phone systems, calls are sent over copper wire, so if the infrastructure and physical connections are kept in good condition, there are very few issues related to call drops and decreased quality.
Moreover, traditional phone systems are not affected by power outages or network outages, so businesses can have clear and top-notch audio quality
2. Security
Since traditional phone systems use physical telephone lines to transfer data, they are less vulnerable than VoIP phone systems, which run over the Internet. Due to this, traditional phones do not have the risk of hacking, eavesdropping, and unauthorized access. Hence, Hacking and gaining unauthorized access from traditional phone systems is almost impossible.
3. Emergency Services
The traditional phone system is available at any time and does not compromise emergency services. Since traditional phone systems are closely connected to physical addresses, responding to emergency situations is easier.
4. Don’t rely on the Internet
A key benefit of traditional phone systems like Private Branch Exchange (PBX) and Public Switched Telephone Networks (PSTN) is that these systems are not dependent on the Internet connection. Hence, it doesn’t require any internet connectivity to operate and can offer consistent, top-notch service 24/7 without any interruption.
Cons of Traditional Phone Systems
The traditional phone system played a significant role in the development of telecommunications, but it was unable to keep up with the rapidly evolving technology and changing customer demands. Here are some of the cons of using a traditional phone system:
1. Cost
Cost is the biggest con of traditional phone systems, as setting up a traditional phone system is very expensive. Setting traditional phones includes additional wires, hardware, and infrastructures. Furthermore, international calling and long-distance calling can be very expensive. In addition, repairs and maintenance can be very expensive in the long run.
2. Limited Features
Traditional phone systems only prioritized voice communication and lagged other advanced features. Even though they offer features like call routing, forwarding, and call tracking, they lagged behind advanced features like call monitoring, Video calling, integration, and analytics. Due to the advanced features VoIP offers at affordable pricing, many businesses have switched from landline phones.
3. Immobility
Traditional phones are tied to a specific location, allowing users to make and receive calls only through the physical phones connected to them. Remote workers or mobile workers who must stay connected while on the go may find this limitation to be frustrating.
4. Scalability Challenge
In traditional phone systems, scaling the number of users is very tedious and time-consuming. If the number of users increases or decreases, all the physical lines must be rewired, hardware must be installed, and infrastructure must be built.
5. Frequent and costly Maintenance
Traditional phone system often requires maintenance as it runs over wires and various infrastructures. Plus, maintaining the traditional phone system can be more costly, which is a significant drawback.
6. Integration complexity
Traditional phone systems can be difficult to integrate with modern software applications CRM, helpdesk, email platforms, etc., and can require complex configuration and even new equipment, which is the biggest drawback.
Comparing VoIP and Traditional Phone Systems
Here is a comparison table of Voip vs landline phone system
Factors to Consider When Choosing a Business Phone System
Yes, choosing the best business phone system is vital for any business. Here are some factors to consider while choosing a business phone system:
A. Type and size of business
Firstly, consider the size and nature of your business. Then, analyze what kind of communication your business runs upon? What are the communication needs? How much is the regular call volume? What is the size of your business? This is the initial stage to determine the phone system based on your business requirements.
B. Budget
Budget is a crucial factor. After you decide on your business communication needs and the phone system your business requires, Analyze your budget; what are your budget limitations? What kind of features do you require? Calculate the total cost of ownership, which includes upfront costs, monthly fees, and any additional expenses. Make sure your business gets the features it needs at a very affordable price. Also, compare the pricing plans of different service providers. Also, look out for a better VoIP phone system on a budget.
C. Internet Reliability
Modern phone systems, especially VoIP, depend on internet connectivity, so make sure your connection is reliable and of high speed. To use VoIP, you must have a reliable internet connection.
A reliable backup connection is also necessary. However, if you plan on using a traditional phone system, you will not need an internet connection or a backup.
D. Security Needs
Make sure to consider the level of security your business requires to safeguard your sensitive business information. Also, consider using a system with robust security features, like encryption and secure protocols, when handling sensitive data.
E. Expansion plans for the future
Anticipate your business’s growth. Consider your expansion plans when choosing a phone system. The phone system must be scalable to ensure smooth, uninterrupted growth and support expansion with ease.
Decision-Making Process
Decision-making is a very crucial factor for any business. A good decision can be a game changer for business. Here are some of the decision-making processes to choose which phone system is right for you:
A. Steps to Evaluate Your Needs
Evaluate your business needs and choose the phone system that suits your business. Decide whether your business needs a phone system with various features or functionality or whether your business wants a phone system just for calling purposes. Choose accordingly and relish its benefits.
B. Making an Informed Choice
Depending upon the needs, choose a phone system. Conduct research, explore the telephony market, and get the best telephony service from the best service provider at an affordable plan according to the budget and needs of the business.
C. Implementing the Chosen System
After selecting the phone system for your business, implement it. Provide necessary training information, set it up according to your business requirements, and connect with customers seamlessly to enjoy seamless communication.
Conclusion
To Summarize, the choice between VoIP and traditional phone systems ultimately depends on your business’s unique needs and objectives. So you have better choose the phone system according to your requirements.
If you just want telephone service and have a good, reliable, and secure calling, then go for a Traditional phone system. However, VoIP is the best choice if your company plans to grow in the global market and requires advanced features and functionality to communicate with employees and customers.
So choose the phone system accordingly and, excel your communication and deliver seamless telephony.
