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Performance and Cost Benefits of VoIP Telephone Services

Once the VoIP system entered the market, it showcased a wide range of features that made it a lucrative switch from PSTN systems. However, as with every new technology, not everything is stable from the mere start, which made businesses doubt this new technology. However, as the years have passed, this technology has aged like wine, only becoming increasingly superior to PSTN systems.

Therefore, if you are thinking about moving to VoIP systems, no matter if you are a small or big business, the following facts will show you why you should definitely go for it.

It is cost effective

One of the biggest advantages this system brings to the table it cost-efficiency. This is due to the fact that all of the data is actually driven across the internet protocol, which is a cheaper way of transferring data. This allows VoIP services providers to:

  • Deliver services at lower fees – The main problem with phone systems used to be the cost. Yes, you could reach out to a person no matter where he or she is, as long as you knew their number. Now, with only a click, you can get in touch with anyone, no matter where they are, but for only a couple of cents. Phone bills used to be a problem, whereas now, as your business grows, the rise in costs will practically be unnoticeable.
  • Free internal calls – Using a VoIP system enables a business to establish an internal network where employees can communicate for free, no matter where they are. This was practically impossible with PSTN systems and it is a great way to significantly lower costs, especially when the business grows and includes thousands of employees globally.

Cost efficiency is important for every business for a variety of business tasks. As communication is always necessary, cutting costs on it is seriously important for future business expenditures.

Scalability and flexibility

One of the benefits of VoIP system hides behind its incredible ability of easily change over time. Okay, your business has started of with 2 employees. Now, a year later, you are sitting with 50 employees and are still growing.

Adding telephones like this was limited as each line required physical changes made to the system. However, with a VoIP platform, adding new users is much easier and practically limitless. Scalability is very important, as your business is likely to grow over time and you want to be in a position to work on a platform that allows easy expansion.

Also, moving your employee’s position in the office without changing their phone number is also easy. As their phones have unique mac addresses, he or she should only bring a phone with them and plug it in the system; it will automatically register their device and all its properties.

The easy flexibility and scalability of the VoIP system is yet another benefit and it shows how advanced this technology is in comparison to PSTN systems.

Integration with software tools

As we are talking about the Internet protocol, you are going to use a client on your PC or Smartphone for communicating with your clients, colleagues, and customers. This is where things become interesting. The communication client can capture significant types of data and it can be integrated with different types of software tools such as CRMs, which can allow you to analyse the collected data for future reference.

This is especially important for enterprise businesses, as the amount of data can clearly show future behaviors of employees and customers.

Mobility

Internet is now everywhere, which means that VoIP is now anywhere as well. All you have to do is have the client installed on your device that is connected to the internet, and you are ready to make calls, leave voicemails, organise conferences, and send messages to your colleagues.

This was impossible in the past because of the PSTN network limitations. Therefore, if you want to work a network that will provide you with more mobility, you should definitely choose VoIP.

Perfect for centralising customer support

With the PSTN networks, having a customer support number required different area codes for different geographical locations. This type of approach can be confusing for the customers, as they would have to do a research to find the right customer support number.

Luckily, this issue is easily resolved, as you can use a single phone number code nationally. This means that, no matter where you customer is calling from, he can reach you through a single number.

Also, your customers will more easily remember a single phone number, than several of them, making it easier for your customers to reach you.

Stability and call quality

As technology has matured over the past couple of years, VoIP call quality and stability has significantly improved. The quality is far superior to that of the PSTN system. Also, as long as you are connected to a good internet connection, all of the communication is stable, no matter the distance between you and the person you are talking to is.

Call quality does not only include voice, you can also go for video conferences with your colleagues, making it a great way to be present in a meeting if you are not able to come. This also significantly saves costs, as the VoIP system can help you cut down employee travel costs.

Moving to VoIP is the best decision you can possibly make, as the performance of this platform is far superior to what other technologies have to offer. This technology is only going to evolve in the future, allowing it to become cheaper and more powerful, allowing people to easily communicate with each other.

Google Apps for your small business

Running a small business is difficult. You don’t have the spending power of larger corporations, and getting work done efficiently, and professionally can be a challenge. The basic tools you need to be able to work in today’s environment can be expensive and difficult to use.

Fortunately, Google has a fantastic solution. There’s a cheap, easy to use range of products that gives users the same functionality as enterprise grade software. The range is called G Suite and it includes all the Google Apps you’ll need to run a business.

Google Apps are a group of programs that were created to compete with traditional business software from Microsoft and Apple. The amazing thing is, Google offers them to private users for free. That being said, there are major benefits to using the professional subscription, for around $7 per user per month.

What exactly are Google Apps?

Each “App” is a program that you can run on any device that has a connection to the internet. All of your work is saved online as you work on a project, saving you from losing it if your computer crashes. It’s easier to understand the programs if you look at them separately.

Efficiency Tools

The first set of programs are designed to help you run the day to day operations of your business more smoothly.

Gmail for business

The major difference between this and your personal Gmail, is that you can use your company domain as the email address. This makes all of your emails look far more professional. It’s the same easy to use interface as Gmail, but now your emails will be seen as [email protected], rather than [email protected]

Google hangouts is a video conferencing program that competes with products like Skype. The wonderful thing about it, is that it’s not greedy. If you have a limited internet connection, Hangouts can automatically adjust video and sound quality depending on how you want it. Programs like Skype will simply draw as much bandwidth as they can.

Google Calendar is one of the best team productivity tools available. Because it is accessed through the internet, you can view and change it from any device. You can also create shared calendars that your entire team can access. This makes setting meetings or planning shifts much easier.

Google Drive was one of the first cloud storage services. You can easily store and manage massive amounts of data online, without worrying about losing it should something happen to your computer. Another benefit, is that you can share files easily with your colleagues and customers.

Productivity Tools

The next set of programs are used to create documents, presentations and all of the other outputs your company needs.

Google Docs is a direct competitor to Microsoft Word. It’s much easier to use and saves work as it’s written. You’ll never forget to save something again! Another feature is that multiple users can work on the same document at the same time.

Google Sheets is the Google version of Microsoft Excel. It works in the same way that other spreadsheet tools do, just online. As with Docs, all of your work is saved as you work, in real time.

Google Slides is a professional grade presentation program. It gives users the same functionality as Microsoft PowerPoint. Because Slides runs online, you could give ad hoc presentations anywhere in the world, without needing your own computer.

Google Sites is a program that lets you build professional intranet sites for project management and internal news and file sharing. You can build an intranet site without any coding knowledge at all.

Now that you know what the programs do, it would be a good idea to understand what the benefits and drawbacks are of actually using them.

Benefits

Using them is cheaper than the alternatives. Pricing starts at $7.70 per user per month. You don’t need to pay for yearly licence fees or invest in expensive software.

All of your data can be stored on the cloud and on your computer. If you don’t have an internet connection, you can still work on a document or presentation. As soon as you connect again, the cloud version will be automatically updated.

Your data is secure. Cybersecurity is a serious problem, Google uses some of the most advanced security measures in the world to keep your information safe.

Collaboration is built into all of the programs. Gone are the days of having to bounce a document back and forth over email to have changes made. Google Apps let multiple users work on the same source document at the same time. You can also see who made what changes to a document and roll them back if needed.

You can still work with companies and clients that use other programs. When you create a document or spreadsheet in Google Apps, it’s easy to export them as files that programs like Excel and Word can read.

All of your work can be accessed from any device that’s connected. Any smartphone, tablet or computer can be used to make changes to documents, schedule meetings or share information.

Drawbacks

There are two potential drawbacks to using Google Apps.

The first is that some people are trained to use traditional programs like Excel. They may find it difficult making the transition to the Apps counterpart, some of the formulas used are slightly different. Fortunately, there are hundreds of online resources that will help users learn the new methods.

The second potential issue, is that exporting things like documents and presentations from Apps to programs like Word or PowerPoint can change the formatting. This is normally a minor issue that can be fixed by changing the format on the Google version of the file.