VoIP: A Phone System Solution for SMBs

A recommended technology solution for SMBs is VoIP (Voice-over-Internet Protocol) technology, which combines voice and data networks onto a single network. It creates a more manageable, cost-efficient, and proficient solution for business communications.

A VoIP system consists of several components. The telephones are the endpoints and can be either IP telephones or soft-phones residing on PCs. The role of an IP telephone is identical to that of a traditional telephone, but an IP telephone connects directly to a LAN (local area network) instead of a traditional telephone connection. The soft-phone is a program that runs on a PC and performs all of the same functions of a telephone using the PCs multimedia speakers and microphone, plus video in some instances.

IP-based (Internet Protocol) phone systems allow a business to extend consistent communication services to employees in all workspaces. Often, IP phones run directly over existing Internet connections; VoIP converts voice to data and sends the voice packets over the network. The most significant benefit from using VoIP is reduced telephone costs. Less expensive to operate than conventional telecom systems, it is estimated that more than 80 percent of companies planning to deploy VoIP expect payback within the first three years. Some companies have even experienced a return on investment within the first year.

In addition to the cost savings, businesses using VoIP experience other benefits including:

Web-based administration

System administration functions are performed on the network typically through a browser-based administration program.

Remote users

If an employee is at a remote office in Los Angeles and a call comes into the headquarters in New York, the call can be directed to the employee in Los Angeles just as if that person were in New York. The use of the corporate communication resources such as voice mail, automated attendant and e-mail are all centralized – simplifying all support and maintenance.

Leveraging the Internet for telephone calls

Employees working remotely can easily stay logged into the office without incurring any additional charges.

Private instant messaging

Instant messaging can be limited to corporate business, eliminating some of the security issues associated with public instant messaging sites. This provides complete control to management.

According to a Gartner survey, companies currently using this technology consider it to be better than traditional telephone systems. And after comparing advanced features, administration, cost of ownership, vendor support, end-user satisfaction, and quality of service, VoIP scored at least 70 percent better than the traditional telephone system.

The voice quality of a VoIP phone call should be at least as good as what the PSTN ((public switched telephone network a.k.a. POTS (plain old telephone service)) can provide. Of course, having enough bandwidth to handle the additional network traffic is required to ensure a high-level of sound quality and reliability, so an analysis of a company’s available bandwidth should be performed first.

VoIP is another highly recommended technology solution SMBs should implement, and we have already seen a spike in demand for this service.

About the Author: David Eisner is the President and CEO of Dataprise, a full-service network and IT support company that provides services growing businesses. Visit http://www.dataprise.com/  for more information.

Photo Credit: Kozumel

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