VoIP phone systems are key for any business use case but are essential for remote operations. Most Fortune 500 offices can’t work without it. Businesses are embracing remote work to a greater extent, with studies showing that 66% of all employees in the U.S. work remotely at least part-time.

As such, there is an increasing need for a stable, secure, and reliable telecommunication system to support remote work, and this is where VoIP phone systems come in. This software has many benefits for remote teams, which we’ll look at in this post.

But first, let’s understand what a VoIP phone system is and how it works.

What We’ll Cover:

What Is a VoIP Phone System?

A VoIP (Voice over Internet Protocol) phone system is a telecommunications technology that allows voice communication over the Internet instead of traditional telephone lines. It converts voice signals into digital data packets and transmits them over an IP network such as the Internet.

Then the voice packets are collected and reassembled correctly at the receiving end. Simply put, VoIP phone systems allow users to make phone calls online.

Despite being invented in the 90s, VoIP technology has only taken off recently. It has evolved into a multi-device and multipurpose modern communication system. Chances are that you’ve used this technology before, as it is the basis for the following communication apps:

  • WhatsApp
  • Skype
  • Google Hangouts
  • Viber
  • Facebook Messenger

To use VoIP phone systems, computer franchises have two main options. First, they can buy IP phones (or simply VoIP phones), hardware devices for making VoIP calls. These devices resemble traditional phones but operate over Internet networks instead of traditional phone lines.

Alternatively, businesses can use VoIP software that can be downloaded and installed on computers, tablets, or smartphones. They can get these from vendors such as Nextiva, RingCentral, Grasshopper, etc. Keep reading to learn how this software can help you manage a remote team.

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VoIP Phone Systems and Remote Work

VoIP phone system software solutions are particularly important for remote work primarily because the internet connects remote teams to the main offices. They can install the app on their laptops and smartphones and access their company phone lines anywhere in the world if they have an internet connection.

Organizations can outsource their VoIP phone infrastructure set up to a cloud provider. This is known as hosted VoIP, and it allows remote teams to communicate efficiently at any time as calls are processed, and data is stored on the cloud.

VoIP phone systems are more than just communication tools and have several advantages for technology franchise remote teams. VoIP software can connect to existing business applications that promote automation through a single platform, making them perfect for remote teams to use for collaboration. These advantages have pushed more than 31% of businesses to adopt and reap its benefits.

Businesses that use VoIP phone systems for their remote teams can enjoy the following benefits:

1) Enhanced Flexibility and Mobility

Flexibility and mobility are some of the foundational principles of remote work. Remote teams need to work from anywhere and at any time. VoIP phone systems ensure flexibility and mobility by allowing remote workers to communicate from anywhere, provided they have an internet connection.

Team members can make and receive calls using their laptops, desktops, or mobile devices, ensuring they remain accessible and responsive. That’s not all. VoIP phone systems allow for call forwarding and virtual extensions. This empowers remote team members to stay connected even while on the move.

This feature is invaluable for professionals who travel frequently or must maintain seamless communication across different time zones. The ability to redirect calls to alternate devices or colleagues ensures that remote teams can maintain optimal productivity regardless of where they are.

2) Increased Collaboration

As mentioned earlier, VoIP phone systems are more than just communication tools. They offer a suite of advanced collaboration features that help to boost productivity in remote teams. Features like call conferencing, video calling, and screen sharing enable remote teams to collaborate in real time as if they’re in the same room.

With VoIP, remote teams can conduct virtual meetings, share important documents, and exchange ideas effortlessly. This has a snowball effect on efficiency and teamwork. By leveraging the power of VoIP, remote teams can build a cohesive work environment that rivals in-person collaboration.

3) Streamlined Workflow

VoIP phone systems can be integrated with various business tools and applications, amplifying their effectiveness for remote teams. Integration with customer relationship management (CRM) systems, project management software, and team collaboration platforms enables remote teams to streamline their workflow and centralize their communication channels.

For example, integrating a VoIP system with a CRM allows team members to access caller information instantly, improving customer service and support. Similarly, integrating with project management software provides real-time updates on team availability, ensuring efficient task allocation and coordination. Integrating VoIP with existing tools allows remote teams to create a cohesive ecosystem that enhances productivity and collaboration.

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4) Secure Use of Company Phone Lines

VoIP software ensures that remote teams can securely use their company phone lines. This is because VoIP phone systems use a variety of data transmission protocols, such as SIP and RTP, that work together to ensure that calls, messages, etc., are transmitted securely to the intended destination.

This way, they help remote teams avoid security breaches that could damage a business’s credibility and reputation. Also, some VoIP providers are compliant with data protection regulations such as HIPAA and GDPR. This is important when remote teams handle customer data.

5) Affordable International Calling

With VoIP phone systems, remote teams can save money when making international calls. The Federal Communications Commission reports that making international landline calls costs about $1.5 to $3.5 per minute. On the contrary, international calls over VoIP phone systems cost less than a dollar per minute. Because of this, VoIP phone systems can help businesses to drive down the cost of managing the operation of their remote teams.

6) Reliable Communication

VoIP phone systems are cloud-based, and cloud providers work to ensure the phone systems are available around the clock. Work-from-home franchise teams won’t encounter downtimes resulting from hardware failures like landlines. Also, VoIP phone service providers work to ensure strong uptime. As a result, remote teams won’t miss out on important deals or potential customers or lose current customers because of downtime.

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Key Takeaways

VoIP phone systems are an excellent communication and collaboration option for remote teams because of their benefits. They provide a secure, reliable, cost-effective, and feature-rich solution to allow remote teams to be as productive as they would be in the same room, if not better.

By leveraging the power of the internet and data transmission, VoIP phone systems can seamlessly integrate into an organization’s remote ecosystem and become a part of its operation stack. Because of these benefits, VoIP phone systems can make the difference between remote teams reaching their goals or stagnating.

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About Cinch I.T.

Since 2004, Cinch I.T. has provided customer-focused I.T. support for businesses of all sizes. Cinch I.T. is known for its fast and friendly service as the country’s fastest-growing I.T. franchise. Also, Cinch’s franchising service consistently ranks as the best franchise to own in business publications. The company has been voted the best veterans franchise in the Worcester Business Journal, Inc. 5000, and the Channel Co. CRN. To learn more, visit cinchit.com, or for more information about how to buy an I.T. franchise, visit cinchfranchise.com.

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