6 Benefits of VOIP Business Phone Systems for Small Business

Michael Barnett
November 11, 2020
Call Tracking

Between 2010 and 2018, US business went from 6.2 million VoIP lines to 41.6 million. This considerable hike in usage is likely in no small part due to the average 30% to 50% savings that companies experience after implementing such systems.

A predominant manner in which VoIP is incorporated is through softphone software. It allows users to make phone calls over the internet with their computers or smartphones, behaving similarly to a traditional telephone.

There's even a display panel with buttons akin to a standard phone interface, resembling other office phone systems. However, softphones are accessed through mobile and browser-based apps.

Given the surge in businesses applying this communication technology, it’s safe to assume implementing VoIP lines via softphone has many benefits.

Contact Cloud softphone dialpad
Contact Cloud softphone dialpad

This post will explore 6 of these crucial advantages in detail:

1. It's a Flexible and Mobile form of Communication.

With VoIP and softphones, users can integrate the technology with other software, be it with email, e-fax, and remote conferencing over the web through the telephone.

Meaning that it’s possible to simultaneously speak with someone while using other internet apps. Furthermore, conversations can be had in any location with accessible internet and Wi-Fi. In 2020, where connectivity is virtually anywhere and everywhere, this makes for a tremendous boon.

Given the continuing shift to remote and non-traditional work environments, enhanced mobility pays significant dividends. Whether it’s corporate employees on the move or a sales rep working from home, the process is seamless.

It's also less financially demanding to make long-distance calls through VoIP, allowing for broader opportunities worldwide.

2. A Seamless User Experience

Troubleshooting, usage, and installation are all straightforward with VoIP and softphones.

Installing VoIP doesn't require much technical proficiency. There's no need for separate cabling like there is with traditional phones. Plus, it removes cluttering and fire hazards caused by extra electrical wires from the equation.

It’s also headache-free to add new components to VoIP infrastructures, making it highly scalable and versatile.

The entire system is easier to maintain with VoIP and softphones because voice transfers to digital signals are based on software as opposed to hardware.

The speed at which technology keeps advancing makes it hard for employees to remain knowledgeable about technical nuts and bolts. As such, this ease of use is a critical benefit for most organizations.

Data gets stored and combined onto one single network when using VoIP technology. Thus, manageability, affordability, and productivity are improved for businesses requiring reliable communications.

3. Bolstering Productivity

Since it's possible to access multiple apps and programs while using VoIP and the softphone, it's easier to multi-task unimpeded. Beyond that, cutting out expensive phone bills allows companies to reallocate those funds to other organizational facets, optimizing many business functions and operations.

It’s also possible to perform the following tasks via video conferencing, which all promote collaboration and heightened productivity throughout the company:

• Attach documents
• Conduct virtual meetings
• Share data

While older versions of VoIP technology struggled with distorted phone calls, lagging transmission, and dropped calls, this is no longer the case. The most updated versions provide pristine voice clarity that rivals the traditional telephone.

Therefore, phone conversations won’t be spent asking people to repeat themselves, so they’ll end sooner, and everyone can get back to work.

4. Drastically Reduced Costs

The fact that businesses considerably save using VoIP and softphone technology was already discussed in the introduction. But it's worth re-mentioning for a few reasons:

First and foremost, it's essential to consider the return on investment. Traditional phones don't offer the breadth of features and connectivity that VoIP-based tech does, yet the costs remain exorbitant.

Whereas with Bipath Contact Cloud, an entire team is equipped with a softphone for only $99 per month.

Given the advanced capabilities and enhanced productivity, that fee pays for itself almost immediately. It’s also likelier to scale without committing too much budget.

Lastly, as has been mentioned, long-distance calls are cheaper with this technology.  

5. Going Beyond the Phone Call

Softphones combine an array of contact center-friendly features such as marketing attribution and intelligent call routing.

With Contact Cloud, real-time notes can be taken. Users can also manage contact information and other integral data with built-in softphone capabilities. It also embeds the softphone directly in Salesforce, allowing employees to manage the entire contact experience in one place. This makes the process far simpler to handle and organize.

It’s then worth noting the Bipath’s Contact Cloud uses The Unified Communications as a Service solution (UCaaS).

This technology improves and streamlines communications and information flow with cloud-based services. And UCaaS acts as a communication facilitator within a given company and with its customers and vendors.  

Due to the cloud-based nature involved, onsite/managed software isn’t a requirement. UCaaS services are purchased as subscriptions through a united communications service, such as Bipath Contact Cloud.

UCaaS revolves around software integration that synchronizes multi-device communications, enabling reliable and continual collaboration across various departments.

Finally, neutralizing downtimes, securing communications, and flexible scalability efforts are all bolstered by UCaaS implementation.

6.  Adapting to the Changing Times

Embracing UCaaS platforms makes it easier to adapt to shifting customer behaviors, which seem more inclined toward text messaging these days.

Softphones and VoIP platforms using UCaaS are omnichannel, meeting this consumer preference. This allows companies to cater to customer behaviors and speak on their terms. Such technology connects the chat, email, or phone experience and ensures its consistency across the board.

Internally, this has its advantages as well. The various features ensure that cross-departmental communications don't get muddled up. Everyone will be on the same page, preventing unnecessary breakdowns and misunderstandings.  

Do Away with Traditional Phone Lines

What worked 10 years ago is irrelevant today. This notion rings true for communication infrastructures in the workplace. In the year 2020 and beyond, VoIP and softphone technologies are the agile solutions needed to meet the demands of an increasingly digital and fast-paced world.

Traditional phone lines are becoming increasingly less valuable by the day. Now is the time to move on to the most modern solution—that being VoIP and softphone communications.