As the business world steadily shifts toward digital systems, old telephone lines have started to become outdated and sometimes burdensome. Enterprises are now preferring (VoIP) because they have more features, are flexible, and can be programmed to meet exactly what a company needs. Popular options for VoIP systems include Cisco, Polycom, Grandstream and Xorcom IP phones, mainly for their multi-tasking features, user-friendly design, and availability of tech support.
If you are still deciding which type of VoIP package you should get for your business, you can start with the basic elements that every IP phone should have. The features tend to get more sophisticated the bigger your company is, but if you have a small to medium firm, these five are the most basic:
1. Portable numbers
Your active phone number can be ported to your IP phone. This way, you won’t need to keep resending your contact details to associates, especially if such number is the one you frequently use for business purposes.
2. Directory services and caller ID
Caller ID is not exclusive to VoIP phones, but it is a feature that every unit should have. Besides letting you know immediately who is calling, your phone should also be able to store names, contact details, and other related records automatically. Some IP phone models are able to create contact records instantly and place them in a built-in directory whenever new numbers are called.
3. Multi-party or conference calling
Your phone should be able to invite several people to join one call, so your team can have a meeting no matter where each person is. This allows teams to make immediate decisions and remote workers to get in touch with the main office or the boss simultaneously. No longer will you need to call people in to meet and your company can save space, time, and other resources by just getting everybody on the same call, regardless of their location.
4. Call forwarding, routing, and distribution
Having a VoIP phone means being able to make and receive calls even while you are on the move or have traveled to somewhere, so you don’t have to be stuck at your desk waiting for it to ring. If your business involves having to go out and do field work, or if you simply don’t want to be held at the office and choose to work remotely, you can certainly have your calls routed, forwarded, or distributed to the right persons on the team.
5. Smart voicemail and document integration
These two features are important if you don’t have the time to keep listening in for calls or don’t want to miss any detail. Your IP phone’s document integration feature automatically transcribes your voicemail messages and then delivers the text to you via email or SMS. Plus, you won’t even have to keep remembering email addresses or phone numbers whenever you need to send files or attach documents.
Other important features you should look for are quality 24/7 partner support (especially if you also have a 24/7 operation) and presence management, to let your callers know if you’re out to lunch, in a meeting, in another phone call, or some other activity. Some models offer a more comprehensive suite of capabilities than others, so it will really depend on your budget and what your business needs to operate more efficiently.
Having a reliable VoIP phone is important to a business because not only does it allow team members to continue performing from multiple locations, it also gives your firm a professional face. If you have a small to medium business that requires you to travel a lot, or you have a large group of remote workers, this type of technology will help streamline work processes and improve communication channels.