Best VoIP Software Providers

Brief on VOIP Software

'VOIP' is basically a connection of telephone over the internet. The digital data is sent through internet protocol instead of analog links. This allows us to talk to one another long-distance around the world without paying any telephonic charges.

You need an internet connection to be able to work through a VoIP software. Depending on the type of the virtual phone system you get, you may even need a microphone, analog telephone adapter, or VoIP telephone, which is like a regular telephone typically connects to your computer via USB port. But the types of the VoIP systems will come late. Firstly, let's talk about who uses the VoIP phone systems and what are the benefits of using it.

Who Uses VOIP software?

Despite the buzz around VoIP, not many realize that this is something that we use every day. Every time you use Windows, Mac, or smartphone to call someone, you are using VoIP. And implementing VoIP in a small/medium business or even in your homes does not only replace your present wired phone but also adds more features, elegance, quality, and fluidity in the communication of your environment. VoIP software is used by:

• Estate Management Sector

• Homes

• Hospitality Industry

• Educational Sector

• Oil & Gas Industry

• Health Sector

• Banking Industry

• Business Processes Outsourcing

• Call Centers 

• IT Business Services

• Real Estate Business

Benefits of VoIP software

1. Cost Savings

Traditional telephone lines charge for each minute of call time, whereas with VoIP, your only costs are your monthly charges from your ISP. Also, it allows you to eliminate costs associated with hardware and software required to operate the system. Generally, VoIP system providers provide their very own pieces of equipment along with the up-to-date software that you buy from them, thus, eliminating the need for companies to purchase personal phones and infrastructure. 

2. Increase Productivity

From executives to directors, the VoIP system will provide users with the ability to host virtual meetings, conduct international phone conferences at minimal cost, attach essential company documents, and share crucial data through video conferencing. 

Your employees may be working from any corners of the world, their home, or even from different office premises - keeping them in reach is what matters. VoIP allows you to segregate various devices to attend the same phone call ringing on your office phone from your smartphone, tablet, or even laptop before it goes unanswered. Hence, important callers can be attended from anywhere you are, and you'll get to spend less time checking your voicemail.

3. High Scalability

A VoIP solution does not need additional expenses, even if you're adding or removing the employee. With a VoIP system, you can add a new line/s as soon as you add a new staff member or open a whole new branch for it to access through the system. When an employee assigned to a specific line leaves the organization, you can easily reassign the existing line to another employee or demolish it free of cost.

4. Increased Security

Phone system security is a prime concern, especially for enterprises, which is why VoIP software can help you reduce security threats from fraudulent callers by leveraging the advancements in IP technology. Data encryption and identity management will help your employees stay protected against social engineering. Plus, hosted VoIP system providers already have cybersecurity measures on their servers so that when you update your operating systems of VoIP timely, your business operations will stay protected from all kinds of risks.

5. Allow Multitasking

Traditional business phone systems do not allow any other tasks to be managed during the calls whereas VoIP phone systems let you send over media during an ongoing call. Sending over documents, videos, and images to help you make effective and integrated meetings is something that you would strive to close clients and callers anywhere across the globe.

Different Types of VoIP Software

There are five common types of VoIP software: 

1. Residential VoIP 

Residential VoIP services are aimed at serving homes, custom-made to assist only a few lines for the account. Although for homes, many cable and ISP providers are bundling VoIP connections with other services to make efficient systems. Some even provide converter boxes that will allow you to connect your existing home phone with an internet connection to make VoIP calls.

2. Device-based VoIP 

Such service involves you purchasing a VoIP device from any chosen system provider. You then will have to plug-in the VoIP device to your existing phone set to make free calls within the country, resulting in no more monthly bill payments.

3. Software-based VoIP

We use software-based VoIP every day, such as Skype, Viber, Google Hangouts, etc., as they are web-based applications installed on your desktops. The software-based solution of VoIP, however, is flexible to be used on any electronic device such as your smartphones, tablets, and laptops as well.

4. Mobile VoIP

With the increase in usage of smartphones, most of the VoIP service providers have moved into the mobile market and cater to Apple or Android smartphones aggressively. Brands like Facebook messenger, Skype, and Whatsapp come does this category since they serve businesses and consumers at desktops and smartphones. Moreover, there isn't much of a difference between mobile-based VoIP and software-based VoIP except for the mode of internet connection to receive calls.

5. Business VoIP 

Business VoIP services are personalized to manage large numbers of callers in an organization under a single account. Typically, these services start catering with a minimum of 20 individual phone numbers and scale up to thousands for giant companies. VoIP phone systems are well-suited to match any technical aspects and cost problems that businesses encounter with a traditional landline phone. VoIP phones can not only toggle your preferences in scaling your employees but also helps you get rid of long-distance toll and international call charges.

Must-Have Features of VoIP Software

1. Call Routing/ Call Forwarding 

Employees or people who tend to work remotely should definitely access this feature in their VoIP phone systems. Also known as find me/follow me feature, it allows you to fuse a list of numbers near where you can be found when anyone rings you. So, for instance, before the call is pushed to voicemail, the call may ring twice on your office phone, on the third ring, it will be moved to your mobile phone and on fourth or fifth, your home phone.

2. Data Integration

Any VoIP phone system should allow you to access source data from outside and inside your organization. It should provide all sorts of APIs and allow your developers to make custom integrations with their favorite calling software.

3. Call Queuing

If you get overwhelmed by incoming calls every day, choose to use the call queuing feature. Generally, most of the time, customers hate to wait on the calls, especially when they want to address grievances to customer support. Thus, to make customer queues pleasant, you can install music while the customers wait on one single line. You can also set up company offers and announcements, inform your callers when it's their turn, and even let them know their approximate waiting time. It will decrease customers' drop-rate and help them continue their tasks as well while in the queue. 

4. Audio and Video Conferencing

Audio and video conferencing have become the most common and useful for effective business communication. With virtual phone systems, video calls can easily be added to a voice call, enabling people to join in meetings in no time. This feature could be a shot in the arm for the sales department since it raises the visibility of the company while gathering potential prospects.

5. Interactive Voice Recognition (IVR)

IVR, also known as auto attendant, is one of the hidden gem features that you should definitely have in your VoIP solution. This characteristic allows callers to interact with a multiple option menu that acts before the extension of call queuing and call getting answered by the customer support. Since this is a customizable feature, you can professionally greet your callers, give personalized menu options, provide a dial-by-name or dial-by-extension option, etc. It's like having an electronic receptionist to handle all callers over the VoIP phone professionally!

What to Consider Before Buying VoIP Software

Selecting the best VoIP phone system from the market requires careful consideration of certain factors. Firstly, you need to screen the local buyers whose servicing and features might intrigue you. People generally buy VoIP systems from a reseller or a dealer if it is for a small-scale requirement. However, organizations are advised to buy VoIP software directly from a company vendor in which you are interested.

Secondly, getting a business phone system integrated with the internet and VoIP has more variables to consider than a legacy phone system. You might need a full-fledged IP connection through your primary internet connection to support a large number of personnel or just basic IP phones for a handful of employees.

The selecting of a VoIP software for your organization will depend on the needs of your organization. And when stuck in the decision-making process, opt for these four criteria to help you get the best of the VoIP software:

• Scope of service

• Network requirements

• Plans of future expansion

• VoIP features

Always choose features in a 'must-have' and 'nice-to-have' categories to help you get the best custom-made VoIP solution. We hope this guide helps you get the best of everything to make your organization boost its operations better.

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