VoIP Services – What It Is & 10 Reasons Your Business Needs It

As a business owner, you need a reliable phone service for your business.  

Forbes estimates that companies lose 71% of their internet leads because their phone response time is too slow - your company needs the ability to talk to your customers quickly with a reliable, flexible, and efficient phone service!

Standard phone lines can’t always provide the flexibility or reliability you need for your business communication, especially in today’s business world where travel and remote work is typical.

If you are looking for something better, you need to consider “Voice Over Internet Protocol,” or VoIP for short.

VoIP is becoming the standard method of business communication in many businesses, especially large-scale organizations.


If you want to learn more about VoIP, or if you are a small business owner wondering if the switch is worth making, then this article is for you!

And if you are a business in the San Antonio or Corpus Christi area considering making the switch, contact Straight Edge Technology today for help in setting up and securing your VoIP setup!

What Is VoIP?

Before we go too far in discussing the reasons your business should consider switching to a VoIP service, let’s take a look at what it is, what equipment your office needs, and what devices you can use.


What is Voice Over Internet Protocol (VoIP)?

VoIP services convert your voice and any other media you send, such as video or files, to a digital signal.  This signal is then sent to a receiver via the internet.  

If the receiver is a standard phone line using an RJ-11 phone connector, this digital signal is converted to an analog phone signal.  If the receiver is digital, such as a cell phone or another VoIP receiver, the signal remains digital.

What makes VoIP so efficient in today’s business world?

Any device connected to the internet can be used as a receiver when the correct app is installed!  Since the signal is digital and not tied to an analog phone line, VoIP works anywhere you have internet access.


What Equipment Do I Need for VoIP?

Because VoIP relies on the internet, you need the following equipment:

  • A reliable internet connection to transfer the digital signals, including a high-bandwidth router. 
  • A VoIP-enabled telephone or cell phone app - both are available from your provider
  • A VoIP service that provides the phone number, support, and included services


What Devices Can I Use for Calls?

VoIP provides a lot of flexibility and freedom when choosing a device to make and receive calls, including video calls, if your device has camera capabilities.

  • A traditional phone - While this is uncommon in today’s tech world, you can set up your VoIP to work with a traditional telephone using an ATA (analog telephone adapter).  The ATA is required to convert the analog telephone signal to a digital signal.
  • IP phones - This is the most common device used in many offices.  They look and function similarly to a traditional phone.  The main difference is they produce a digital signal and use an RJ-45 ethernet connector which plugs directly into your router or ethernet system.
  • Computers - Most VoIP services have software for your desktop or laptop computer.  This allows your computer to be used as a phone when you have an internet connection, and it is particularly useful to use it with video calls.
  • Smartphones - Similar to computers, you can usually download an app for your smartphone for your VoIP number.  This allows you to make and receive both phone and video calls from your cell phone using your business number.

Are you uncertain what your business needs to make the switch to VoIP?  If you are looking for VoIP services in the San Antonio or Corpus Christi areas, the team at Straight Edge Technology will help you find and install the best provider for you!


10 Reasons Your Business Needs VoIP Services

Now that we have covered the basics of what VoIP is, let’s take a look at ten reasons a reliable VoIP service could change your business! 


Choose the Business Communication Services You Need

Most VoIP providers offer a wide variety of services to choose from to create efficient client communication.

What are some of the services available?

  • Call waiting
  • Call forwarding
  • Syncing to your online calendar
  • Scheduling meetings
  • Sharing files and data
  • Chat services
  • Customized voicemail 
  • Video calls 
  • Conference call scheduling 
  • And much more!

These services provide the tools and services you need for easier communication with your internal team, customers, and potential clients.


Ability to Work on Computer or Smartphone

Because VoIP works over digital signals and the internet, you can make and receive calls from any device with an internet signal.

As long as you have the correct app or program installed, your cell phone, computer, or tablet becomes an extension of your business number.

And the best part?

You don’t need to worry about clients getting your personal cell phone number or non-business contact info.  Any time you use VoIP software, others see the call as coming from your business line.


Access to Your Number & Messages Remotely

When you leave your office, you don’t need to worry about missing important phone calls, voicemails, or chat messages.

You also don’t need to worry about always setting your desk phone to forward your calls.


Because you carry your business number with you in the VoIP apps!  As long as you have internet or cell service, you can make and receive calls, check your voicemail, or jump on a video call.


Cheaper than Traditional Phone Service

Whenever a new service or application comes up, the cost is always a factor.  And we all know most new gadgets come with expensive upgrade fees and costs.

Thankfully, most VoIP services don’t follow the trend!

While it varies on different packages and the services you get, many VoIP packages are actually 40-80% less expensive than a traditional landline service for a business!

As with any service, make sure you know the terms and conditions before making the switch, including any introductory rates that may increase after an initial period.


Easy Expansion & Scalability

Most of today’s offices are wired and prepared for anything internet and ethernet related.  Walk into most office spaces, and you see plenty of ethernet RJ-45 adapters.

How does this make scaling your phone services easier?

Because VoIP works anywhere you have an internet connection, it is easy to add employees or more phone numbers.  You simply need to contact your VoIP provider and request a new number and assign it to your employee.

No more running new phone cables or installing new phone jacks - if you have access to the internet, simply add a new phone number!


Built-in Conference Calling (Including Video Calls)

One of the critical features for an expanding business, or one with remote locations, is the ability to do conference calls and video calls.

VoIP allows this to be done quickly and efficiently.  

Most also allow your phone to sync with your calendar, allowing you to schedule and save meeting information easily.  If you include someone in the conference call who is not in your organization, the service sends them an invitation with a link and information they need to connect.

You also have the ability to do a video conference call when using a device with an available camera.


Complete Control Over Call Settings

One of the frustrations with traditional landlines is the work it takes when you are out of the office for extended periods of time, or if changes need to be made.

Changing your voicemail, setting up call forwarding, and changing other settings usually needs to be done in your office at your desk phone with a landline.

Using VoIP, on the other hand, these changes are made from any device with the application installed.  

If you are ready to leave for several days on vacation, and you realize you forgot to change your voicemail and phone settings, there are no worries!  Make the changes from your laptop in your living room before you head out the door.

You also have complete control over settings like how often the phone rings, how the call should be forwarded, and how you are alerted to voicemails.


Constant Access & Backups

Having your business communication and number on the internet allows you to have 24/7 access to your business line.  While this may be a nuisance, you can always turn it off!

On the positive side, it allows you to keep track of your communication when you are on a business trip or out of the office for an extended time.

Since VoIP works online, all communication and messages are secure and backed up.  Unlike the old voicemail tapes, you don’t need to worry about overwriting your voicemail messages or losing your data if your laptop crashes!


Less Maintenance

Because VoIP lines use the same ethernet RJ-45 jacks and lines as your network and router, you don’t need to run additional lines to set up VoIP services.

This leads to faster install times, less maintenance, and a lot less work in getting your office ready.  It also means your IT department or service provider can monitor your VoIP network without needing additional technology.


Increased Security

Having your communication online may scare some people when they hear stories of hackers.  However, reputable VoIP providers make sure your data and calls are secure and worry-free.

Unknown to many people, if you have reliable network security, your internet communication is more secure than your landline calls!  

How is this possible?

Because VoIP is a digital signal, it can be encrypted and made secure during the communication.  This allows your IT or VoIP department, such as Straight Edge Technology, to install and run online security programs to ensure all your business communication is safe and secure.


Potential Problems of VoIP

We are all aware that nothing is perfect in today’s world, not even when it comes to something as effective and efficient as VoIP.  Here are three things to keep in mind as you consider making the transition to a VoIP service.


It Is Tied to the Internet

Because it relies on a secure and stable internet connection, VoIP is not a good option at some locations.

While most cities and towns have fiber or high-speed internet connections available, remote businesses may not have the necessary bandwidth.  

If you are unsure if your internet is fast enough, contact a VoIP provider and run an internet test using a free tool such as Speed Test.  

You may also have speed upgrades available for your account - contact your internet provider to see what is possible for your area.


It Needs a Stable Connection

Not only do you need a fast internet speed, but you also need reliable equipment in your office.  This requires having the right technology in your office - a quality router, good ethernet connections, and IT security.  

Thankfully, these technical issues are quickly fixed by working with your IT department or a reputable IT service in your area.


Limited Tacking in Emergencies

If you are in an emergency or need to be located for help, VoIP is not as reliable in finding your location as traditional landlines or cell phones.

Because they work over the internet, it is difficult to trace their signals and locate a specific location.

Hopefully, your team never experiences an emergency where someone needs to be found.  But sadly, this is a weakness of using VoIP services, especially when not working in an office with co-workers.


If your business is ready to take the next step in effective communication with your clients, potential customers, and internal calls, then you need to consider a VoIP service.

Your business can experience freedom and efficiency by having a business phone not tied to a single desk or telephone.  Instead, have access to your business line anywhere you have an internet connection and your smartphone or laptop!

If you are looking for direction in choosing, installing, and keeping VoIP secure in the San Antonio or Corpus Christi areas, then contact the Straight Edge Technology team today.

We offer a variety of business communication & VoIP services and support to keep your team communicating and operating securely and efficiently.

Contact our team today - we look forward to working with you!


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