5 Reasons You Should Switch to VoIP Office Phone Systems

As the original method of internal and external communication for offices, landline phones have been integral to ensuring seamless office organisation for many decades. This involves everything from reaching out to clients and taking customer enquiries to contacting other departments.

However, as technology evolves, landline phones, which send analog signals through copper wires over circuits are becoming outdated, limited by their high installation and maintenance costs. Businesses both large and small are now seeking more modern communication solutions, therefore often turning to VoIP.

Thanks to improvements in high-speed broadband and data networking equipment, VoIP is today a much better form of communication for enterprise phone systems over landlines – but why? If you’re considering making the switch, here are the key benefits that you can expect to gain from a quality VoIP provider.

What Are VoIP Office Phone Systems?

VoIP (Voice over Internet Protocol) systems allow offices to make and receive phone calls via the internet rather than through traditional analog lines.

These systems convert your voice into a digital signal and send it as data over your broadband line, which can be used to reach customers all over the world.

This means that offices no longer have to rely on just landlines to make calls; thanks to VoIP services, employees can communicate using desktop computers, laptops, mobiles, or special VoIP phones.

VoIP System Types

When it comes to VoIP, businesses can choose from in-house or hosted systems.

If a company decides to install an in-house system, it must replace its current telephone systems with an IP PBX (Internet Protocol Private Branch Exchange) device. This is a telecommunication device that works like a switchboard operator, overseeing outgoing and incoming calls across an office’s network using an internet connection.

New VoIP digital handsets must also be installed, or current phone lines will need to be optimised to support the new system.

The benefit of choosing a hosted VoIP system is that an expert service provider like CloudLine will manage the system for you remotely. This is an ideal choice for businesses that don’t have the budget available for purchasing an entire in-house system, or simply wish to outsource the management of their communication systems.

5 Benefits of Choosing a VoIP Business Phone System

Wondering whether you should make the switch? Let’s take a closer look at the advantages your office can experience through investing in a comprehensive VoIP phone system.

1.  Cost Savings

Traditional landline phones often charge high rates for long-distance calls, which can make communicating with customers in other countries both costly and difficult. This restricts the reach of an office’s services and may even affect their ability to provide round-the-clock, quality customer support.

What’s great about VoIP systems is that they reduce this expense, offering affordable, convenient, and flexible phone plans. Rather than the inflated costs of a landline phone, offices can make and receive international calls at flat rates.

As we’ve mentioned, switching to a cloud-based office phone system also requires fewer in-house resources, since the VoIP provider will run the technology as part of your package. This lowers the cost of purchasing, installing, and maintaining expensive hardware.

2.  Advanced Features

Despite delivering significant cost savings compared to landline phones, VoIP systems certainly don’t skimp on the number of features that boost productivity, improve client communications, and provide a professional image for your business.

Along with voice calling, this includes features such as:

• Video conferencing
• Faxing
• Conference call access
• Speech-to-text translation
• Automatic voicemail to email
• Call routing
• Ring groups and queues
• Auto-attendant
• Wallboards
• Call analytics
• Integrated mobile apps
• Custom greetings and holiday messages

Another key way that VoIP can add value to a business is through improved voice calling, which comes from the high-quality digital signals used to make and receive calls. This means that you’re much less likely to experience interruptions or dropped calls, which not only makes communication difficult, but can also appear unprofessional to key clients.

The sound when using VoIP enterprise phone systems should also be clearer, as your chosen provider will match their service with the quality of your internet connection.

3.  Streamlines Communications

With a VoIP business phone system, no longer will you need to worry about missing important communications; multiple devices can be activated so that calls come through in several locations, including VoIP mobile phones, desktop computers, laptops, and more.

VoIP can also be integrated with your existing systems in just a few clicks, including video conferencing apps like Teams, social media and email accounts, and CRM (customer relationship management) systems.

This makes it easier for customers to get in touch with just a single business number, as well as improving interdepartmental communication. VoIP also fosters better collaboration to enhance overall operational efficiency.

4.  Flexible

Another huge benefit of VoIP systems is that you don’t necessarily need to be in the office to take calls; whether to a business conference or on a working-from-home day, your phone number follows you wherever you go.

At CloudLine, we provide businesses with a toll-free 1300 number for just $15 per month, which offers a single point of contact nationwide. This allows customers to reach you from any landline for the cost of a local call, making working from anywhere more accessible.

Always being reachable means that staff can be more flexible in terms of where they work. By giving employees more control over their working conditions, studies show that flexible arrangements have beneficial effects on mental health by reducing emotional exhaustion, stress, and depressive symptoms.

This also lowers the expenses associated with running a physical office space, such as electricity, water, rent, and building maintenance.

5.  Easy to Scale

Whether opening new offices, recruiting more employees, or expanding the reach of key products and services, companies looking to scale up their future operations can benefit hugely from VoIP business phone systems.

With growth comes the potential need for more phone lines, which can be expensive when using traditional analog systems. As it operates over the cloud, VoIP requires significantly less investment in physical hardware upgrades, while new numbers and lines can be added with a few simple clicks of a button.

Plus, these lines can be added or removed at any time to allow you to cut costs whenever necessary.

Upgrade Your Office Phone Systems Today

Do you want to experience improved call quality and streamlined communications, all while making significant cost savings? At CloudLine, we offer everything from hosted PBX to SIP trunking systems that centralise all communication channels, CRM, and analytics into one workspace.

With over 15 years of experience, we’re proud to be renovating office communications with secure and scalable VoIP technology that delivers HD voice and video calls. As Tier 1 voice carriers, work with us and choose from a variety of flexible plans that provide customisable VoIP services to support your business’s growth.

Call CloudLine today at 1800 256 830 or contact us online to find out how we can help make the switch to VoIP office phone systems swift and simple.