An Ultimate Guide to VoIP Phone Services for Small Businesses

VoIP Phone services offer a lot of benefits to small businesses so that they can thrive and grow their operational efficiency. VoIP services can help you save money on communication costs, simplify call routing, and unify channels, among other things. In this post, we’ll look at why small businesses should use VoIP services instead of traditional office phone systems.

The VoIP phone system is cost-efficient

The sole purpose behind the creation of VoIP was its ability to take away the expensive cable connections in the business telephony. In order to install a VoIP phone system, all you need is a broadband connection, a computer, a router that will act as your PBX server, the software, and an IP phone. This is not just simple, but it is very easy to manage. VoIP further minimizes the cost of implementation and maintenance. Besides, VoIP phone systems allow you to use your existing equipment instead of buying a new one. You just have to ensure that the product which you buy is compatible with your hardware.

Improved operational mobility

If you and your employees are always working on the go then employing VoIP as a small office telephone system is best for you. This software only needs internet access and a device through which you can manage all your calls and messages, respond to IM, conduct video calls and handle all your important business work while you are on the go. Virtual telephone systems are completely mobile-ready. This means that you can make use of the complete capabilities of the program through your smartphone.

Simplifies communication

Currently, there are a lot of communication channels that you can use for your business. Whether it is for phone calls, instant messaging, video chat, fax, or email. It is important that you give your clients the option of contacting you using whichever means they prefer. With a VoIP phone system, you can accommodate all the options and simplify them as well.

Maintenance is simple

VoIP phone systems are usually low maintenance. The majority of providers include service expenses in their rates and offer you the assistance that you need to keep the program up and running continuously. This way you do not need to have a technical expert for repairing, troubleshooting, and other maintenance problems.


Valuable business information passes through phone systems every day. Thus, it is important to make sure that your communication channel is protected from any prying eyes. With a VoIP phone system, you can be sure that you are facilitating conversations on a secure and safe platform.

What features should a small business look for in a VoIP phone system?

Automatic attendant

Not every small business can afford to hire receptionists. In order to make sure that all your business calls are directed to the right agent having an automated attendant is very helpful. And an auto-attendant feature can allow users to accept, queue, and route phone calls and messages to the proper extension.


Talking to two or more individuals at the same time can get complicated. Thus, conferencing is a helpful tool. This tool allows businesses to conduct audio and video calls with many people simultaneously. With this tool, you can talk to different internal and external participants on a single platform. You can even share your photos, documents, audio, videos, and any other files as you are conversing.

Mobile ready interface

If a Small business has limited staff, then it is important to maximize employees in a way that each employee can take care of multiple aspects of their operations. In this case, having a mobile-ready interface is crucial. This can allow businesses to use different functions of VoIP phone applications in their tablets, desktop, and smartphones. By doing so businesses can manage and track incoming calls and messages easily no matter where they are.

Business call history

There are all kinds of information that a person can get by monitoring messages and calls that pass through their VoIP phone system. In order to crack the data, a call history feature is required. Because by getting the information in the right hands you can determine easily how to adjust your communication strategies.

Voicemail to email transcription

Through this feature, businesses can automatically transcribe voicemails to emails. Further, this feature allows you to organize, file, delete and search voicemails without needing to spend time listening to every message.

Find me/follow me

A Lot of small business owners do not have the liberty of staying in the offices. Often, they go to different meetings and visit suppliers. To make sure that you are able to, get all the incoming calls you can use the find me follow me feature. This feature allows you to program the software to reach you through different numbers like your home phone or cell phone number.

In conclusion, having a VoIP phone system for small businesses can be a game-changer for effective communication with customers and teammates.

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