Tired of unreliable call quality and poor call management in your business?
It’s time to explore the world of VoIP. This modern technology is transforming the way businesses and individuals communicate. But what exactly is VoIP? And how does it work exactly? Let’s dive in and discover the power of voice over internet protocol.
What is a Voip Phone?
A VoIP phone, also called Voice over Internet Protocol, is a phone that uses the internet to make and receive calls, instead of traditional phone lines like landlines. These lines were physical wires connected to your home or office and required installation by a phone company.
What is a Voip Phone used for?
A VoIP phone is used for:
- Making voice calls over the internet
- Helping Businesses Connect to Global Clients
- Boosting Return on Voice Communication Investment
- Increasing mobility and flexibility
- Enhancing business communications, with features like conference calls
Let’s further examine these features with practical examples to help you understand them more.
1. Making calls over the internet
Here’s how a VoIP phone can make calls over the internet:
- A customer from anywhere in the world calls a business’s phone number.
- The call is sent over the internet to the business’s VoIP phone system.
- The VoIP phone system directs the call to the correct employee’s VoIP phone.
- The employee receives the call on their VoIP phone, no matter where they are.
Example:
Let’s say a sales team at a company called “Global Solutions” in Abuja needs to contact a client in Lagos.
- The sales representative, Michael, dials the client’s phone number on his VoIP phone.
- John’s VoIP phone changes his voice into a special internet signal.
- The signal is sent over the internet to Global Solutions’ VoIP server.
- The phone system connects John’s call to the client’s phone number in Lagos.
- The client receives John’s call on their phone.
This example illustrates how a VoIP phone can be used in a business setting to enhance communication, increase flexibility, and reduce costs.
2. Helping Businesses Connect to Global Clients
The way VoIP phones receive calls from anywhere in the world is pretty simple.
When a customer from anywhere in the world calls a business’s phone number, the call is sent over the internet to the business’s VoIP phone system. The VoIP phone system directs the call to the correct employee’s VoIP phone. The employee then receives the call on their VoIP phone, no matter where they are.
Example:
Let’s say a customer in London wants to contact “Global Solutions” company in Abuja.
The customer dials Global Solutions’ phone number. and the call is sent over the internet to Global Solutions’ VoIP phone system. The VoIP phone system directs the call to Michael’s VoIP phone, the sales representative. Michael receives the call on his VoIP phone, even though he’s working from home in Abuja.
This example shows how VoIP phones enable businesses to receive calls from anywhere, increasing flexibility and global reach.
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3. Boosting Return on Voice Commuinication Investment
Here’s a simple explanation on how a VoIP phone reduces phone bills and cost and can be a great return on investment.
A VoIP phone is also used over the internet to make and receive calls, instead of traditional phone lines. This means businesses don’t have to pay for long-distance calls, international calls, extra phone lines and maintenance fees
VoIP phones also offer lower monthly rates and free features like call waiting, call forwarding, and voicemail. There are also affordable plans that grow with your business
Example:
Let’s say a business makes 100 international calls per month, costing $500. With a VoIP phone, they can make those same calls for $100, saving $400 per month!
This helps them reduce phone bills and costs and allows them to finance another aspect of the business that needs more attention.
VoIP phones help businesses save money by using the internet for calls, eliminating extra fees, and offering lower rates and free features.
Besides, VoIP features like call forwarding, conferencing, and video calls help your team work more efficiently and VoIP’s advanced features like auto-attendant and IVR help you provide better customer service.
VoIP grows with your business, easily adding or removing features as needed. This leads to a better return on your voice communication investment!
4. Increasing mobility and flexibility
A VoIP phone increases mobility and flexibility since it uses the internet to make calls, so you can make calls from anywhere with an internet connection.
This means you can work from home, an airport, a hotel and basically anywhere with Wi-Fi!
For mobility, a VoIP phone doesn’t require special VoIP phone devices so you can use your VoIP phone on your desktop computer, laptop, or mobile device (like a smartphone or tablet)
Example:
Let’s say you’re a sales representative and you’re traveling to meet a client. You can make calls to your team or other clients from your hotel room, using the hotel’s Wi-Fi.
This allows you to work from anywhere, at any time. stay connected with your team and clients, no matter where you are and increase productivity and efficiency. It also reduces the need for office space and traditional phone lines
VoIP phones give you the freedom to make calls from anywhere with an internet connection, making it easier to work remotely and stay connected.
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5. Enhancing business communications
A lot of companies invest in Enterprise Resource Planning to manage all parts of their business, which is great, but they forget the communication part.
A VoIP phone makes it easy to communicate with others, both inside and outside your company.
VoIP allows calls to be forwarded to other team members or departments, ensuring important calls are never missed.
VoIP also integrates with other communication tools, like email and CRM software, for a unified communication experience.
This leads to better internal communication, increased productivity, and a more efficient workforce
You can use PressOne to access all these use cases mentioned above.
Features of a VoIP phone
Here is a comprehensive list of features that a VoIP phone may have.
Note: Not all VoIP phones have all of these features, and some may have additional features not listed here. You will need to discuss this in full with your service provider to know which features are available for you to choose from
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Basic Features of a VoIP phone
- Voice Calls
- Call Waiting
- Call Forwarding
- Call Transfer
- Call Hold
- Call Park
- Call Recording
- Call Notes
1. Voice Calls
Make voice calls to anyone, anywhere in the world, using your VoIP phone. It’s like a regular phone call, but it uses the internet instead of traditional phone lines. You can use a headset, speakerphone, or even your computer’s microphone and speakers.
2. Video Calls
Make face-to-face calls with others using your VoIP phone’s video calling feature. You’ll need a webcam and a stable internet connection. Video calls are great for remote meetings, virtual interviews, or just catching up with friends and family.
3. Call Forwarding
Redirect incoming calls to another phone number or voicemail. This is useful if you’re unavailable or want to route calls to a different team member.
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4. Call Transfer
Transfer an ongoing call to another phone number or team member. This is helpful for call centers or when you need to escalate a call.
5. Call Hold
Put a call on hold and pick it up later. This is useful when you need to attend to something else or transfer the call.
6. Call Park
Put a call on hold and retrieve it from another phone. This is helpful when you need to move to a different location.
7. Call Recording
Record your calls for training, reference, or quality assurance purposes. You can store recordings locally or in the cloud.
8. Call Notes
Add comments to every call and improve your team 10 times faster than competition. Be the coach your team needs to succeed.
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Advanced Features of a VoIP phone
- Conference Calls (Multi-party calls)
- Call Analytics (Call logs, metrics, and reporting)
- Auto Attendant (Virtual receptionist)
- IVR (Interactive Voice Response)
- Call Queuing
- Music on Hold
- Customizable Greetings
1. Conference Calls (Multi-party calls)
Hold meetings with multiple people at once using conference calls. This feature allows you to connect up to hundreds of participants, making remote meetings easy. Simply invite participants, and they can join via phone or video.
2. Call Analytics (Call logs, metrics, and reporting)
Track and analyze your calls using call analytics. This feature provides insights into call volume, duration, and other metrics. Use this data to optimize your communication strategy.
3. Auto Attendant (Virtual receptionist)
Use an auto attendant to direct calls to the right person or department. This feature acts as a virtual receptionist, saving time and improving customer service.
4. IVR (Interactive Voice Response)
Use IVR to automate customer interactions. This feature provides pre-recorded messages and menu options, allowing customers to self-serve or route calls to the right person.
5. Call Queuing
Manage incoming calls using call queuing. This feature holds calls in a virtual line, allowing you to answer them in order. Reduce wait times and improve customer service.
6. Music on Hold
Play music or messages while callers wait on hold. This feature improves the caller experience and reduces frustration.
7. Customizable Greetings
Create custom greetings for your phone system. This feature allows you to personalize messages, improving customer service and branding.
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Mobility Features of a VoIP phone
- Mobile App (Make calls from your smartphone or tablet)
- Softphone (Make calls from your computer)
- Remote Work (Work from anywhere with an internet connection)
- Number Porting (Keep your existing phone number)
1. Mobile App
Use your smartphone or tablet to make calls using the VoIP mobile app. This feature allows you to:
- Make voice and video calls
- Send messages
- Access your phone contacts
- Use your phone number on multiple devices
Download the app, log in, and start making calls from anywhere.
2. Softphone
Make calls from your computer using the softphone feature. This feature allows you to:
- Make voice and video calls
- Send messages
- Access your phone contacts
- Use your phone number on multiple devices
Simply install the softphone software, log in, and start making calls from your computer.
3. Remote Work
Work from anywhere with an internet connection using VoIP. This feature allows you to:
- Make calls from anywhere
- Access your phone system from anywhere
- Stay connected with your team and customers
No matter where you are, you can stay productive and connected.
4. Number Porting
Keep your existing phone number when switching to VoIP. This feature allows you to:
- Keep your current phone number
- Avoid changing business cards or marketing materials
- Maintain customer recognition
Port your number to VoIP and enjoy the benefits of a modern phone system.
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Security Features of a VoIP Phone
- Encryption (Secure your calls and data)
- Firewall Protection
- Password Protection
- Two-Factor Authentication
- Regular Security Updates
1. Encryption
Protect your calls and data with encryption. This feature:
- Scrambles your calls and data so only authorized parties can access them
- Uses secure protocols like TLS and SRTP to safeguard your communications
- Ensures that even if data is intercepted, it can’t be read or exploited
Encryption keeps your conversations and information confidential.
2. Firewall Protection
Safeguard your VoIP system with firewall protection. This feature:
- Blocks unauthorized access to your network and phone system
- Filters incoming and outgoing traffic to prevent hacking and malware
- Protects your system from cyber threats and vulnerabilities
Firewall protection adds an extra layer of security to your VoIP phone.
3. Password Protection
Secure your VoIP account and phone with password protection. This feature:
- Requires a strong password to access your account and phone settings
- Ensures that only authorized users can make changes or access sensitive information
- Protects against unauthorized use or tampering
Choose a strong password and keep it confidential.
4. Two-Factor Authentication
Add an extra layer of security with two-factor authentication. This feature:
- Requires both a password and a second form of verification (like a code sent to your phone)
- Ensures that even if a password is compromised, access is still restricted
- Protects against phishing and unauthorized access
Two-factor authentication provides an additional layer of security.
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Integration Features of a VoIP Phone
- CRM Integration (Integrate with customer relationship management software)
- ERP Integration (Integrate with enterprise resource planning software)
- Helpdesk Integration
- API Access (Integrate with custom applications)
1. CRM Integration
Connect your VoIP phone to your customer relationship management (CRM) software. This feature:
- Syncs customer data and interactions across platforms
- Allows click-to-call and screen pops for easy access to customer info
- Enhances sales and customer service with integrated tools
Streamline customer management and improve relationships with our CRM integrations
2. ERP Integration
Integrate your VoIP phone with enterprise resource planning (ERP) software. This feature:
- Connects phone data with business operations and workflows
- Automates tasks and processes for increased efficiency
- Provides real-time insights into business performance
Optimize business operations and decision-making.
3. Helpdesk Integration
Connect your VoIP phone to your helpdesk software. This feature:
- Routes customer calls and issues to the right agents
- Provides agents with customer info and interaction history
- Enhances customer support and issue resolution
Improve customer support and service with PressOne’s helpdesk integrations
4. API Access
Integrate your VoIP phone with custom applications using API access. This feature:
- Allows developers to create custom integrations and workflows
- Enables automation and innovation with third-party apps
- Extends the capabilities of your VoIP phone system
Unlock new possibilities with custom integrations.
Benefits of a VoIP Phone
- Cost savings
- Increased Mobility
- Enhanced Collaboration
- Ease of expansion
- Advanced features
- Reliability
- Flexibility
- Security
- Integration
- Future proofing
1. Cost Savings
Lower costs compared to traditional phone systems, with reduced monthly bills and no long-distance charges.
2. Increased Mobility
Make calls from anywhere with an internet connection, using your phone number on multiple devices.
3. Enhanced Collaboration
Use video conferencing, screen sharing, and file sharing to collaborate with team members and clients.
4. Scalability
Easily add or remove lines, extensions, and features as your business grows or changes.
5. Advanced Features
Access features like call analytics, auto attendant, and IVR to streamline communications and improve customer service.
6. Reliability
Enjoy high-quality calls with minimal downtime or dropped calls.
7. Flexibility
Use your VoIP phone on multiple devices, including desktops, laptops, smartphones, and tablets.
8. Security
Benefit from robust security features like encryption, firewall protection, and two-factor authentication.
9. Integration
Integrate your VoIP phone with CRM, ERP, and helpdesk software to streamline workflows and enhance productivity.
10. Future-Proofing
Stay up-to-date with the latest technology and features, without needing to replace your entire phone system.
These benefits can help businesses improve communication, collaboration, and customer service, while reducing costs and increasing flexibility.
How To Get A VoIP Phone
Here’s how to get a VoIP Phone in minutes!
1. Visit the website and subscribe to your preferred plan.
2. The ‘Buy now’ button under your selected plan will take you to a signup page. Fill in your details accordingly.
3. A suitable plan will be recommended to you after you fill in your details. Click on “Subscribe to plan” to make payment.
4. Upon making your payment, you will be redirected to sign in to authenticate your account. An OTP will be sent to your registered number.
5. After you sign in, you will be given a list of numbers to select from.
6. Complete your setup and you are good to go.
Frequently asked questions about VoIP Phone
Here are simple explanatory answers to FAQs about VoIP phones
Can I use my phone as a VoIP phone?
Yes, if your phone has an internet connection and a VoIP app, you can use it as a VoIP phone.
Does VoIP have a phone number?
Yes, VoIP providers assign a phone number to your account, which can be used to make and receive calls.
What is the difference between VoIP and IP phone?
VoIP is the technology, while IP phone is a physical phone that uses VoIP technology.
What is a VoIP caller on my phone?
A VoIP caller is someone who is calling you using VoIP technology.
Is WhatsApp a VoIP call?
Yes, WhatsApp uses VoIP technology for voice and video calls.
What VoIP is used for?
VoIP is used for making voice and video calls, sending messages, and conferencing.
Does VoIP work without internet?
No, VoIP requires an internet connection to work.
What is an example of a VoIP call?
A Skype call or a WhatsApp voice call is an example of a VoIP call.
Who uses VoIP calls?
Businesses, individuals, and organizations use VoIP calls for communication.
How can you tell if a call is VoIP?
You can’t always tell, but VoIP calls often have a slightly different sound quality.
Why would someone use a VoIP?
To save money, increase flexibility, and access advanced features.
Do smartphones use VoIP?
Yes, smartphones can use VoIP apps to make voice and video calls.
Do VoIP phones have numbers?
Yes, VoIP phones have phone numbers assigned by the provider.
Does VoIP provide caller ID?
Yes, VoIP provides caller ID, showing the caller’s phone number.
How do I use a VoIP phone?
Simply connect to the internet, install a VoIP app or use an IP phone, and make calls using your assigned phone number.
