Why is a VoIP Phone System Important for Your Business?

Do you want to reduce 60% the cost of your landline phone system and offer a communication system that features way more capabilities and remote access? If your answer is yes, then you should install VoIP or a modern IP phone system. IP phone systems have become the most important and integral part of any business setting, be it is SME or a large corporation. Though these Voice Over Internet Protocol phone systems are feature-packed and budget-friendly, many are still on the fence. In this guide, we are going through the ins and outs of IP technology and help you decide whether VoIP phone systems are the right choice for your business or not. Before we move ahead to discuss the salient features of IP phones, you are suggested to visit our VoIP Phone collection, featuring cutting-edge IP phone solutions from leading manufacturers at the most competitive price in the UK market.

We first start by understanding what is VOIP system.

What is a VOIP or IP Phone System?

IP or Internet Protocol Phone System utilizes the internet to send and receive voice data. In contrast to traditional phone systems, they don’t use landlines to send analogue voice data. Instead, this system relies upon routers and modems for two-way audio communication. Though initially, this internet-based phone technology suffered from many defects like poor audio quality and disruption in communication, IP Phones have improved a lot in recent years. Now IP Phones offer many cutting-edge features that make them highly popular among the business community.

Types of IP Phone Systems?

Voice over Internet Protocol phones come in two types:

• Cloud-Based or Virtual IP Phones:

Hosted PBX (Private Branch Exchange) or Cloud PBX is a type of IP phone where a third party is responsible for handling everything related to your phone system. You don’t need to install hardware phone and more importantly, you don’t have to worry about phone maintenance and setup.

• On-Premise IP Phones:

This is another type of IP phone in which all hardware and necessary equipment need to be installed at your office. You can connect your IP phone to PBX at your office through a traditional LAN connection and later on, you can add additional features and backup telephones with the help of SIP trunks. 

IP Phone vs Traditional Phone:

Simply speaking, traditional phone depends upon on-site hardware and phone lines for communication whereas IP phone systems count on internet and cloud-based infrastructure to carry out two-way communication. 

Here are some ways in which both phone systems differ from one another.

What Features an IP Phone Offer? 

There is a long list of core and advanced features that VoIP phones offer. Some of them are enlisted below to help you understand how helpful these phones can be for your business goals. 

• Call management including forwarding, transferring, parking, and more.
• Voicemail to email transcription
• Call queues
• Call recording
• SMS messaging
• Priority notification
• Number porting
• Toll-free number
• Mobile application
• Video calling
• Auto attendant
• Call logging
• Contact List

Why Do UK-based Businesses Need an IP Phone System?

If you are still on the fence and wondering whether you need a VoIP system or not, you need to explore the vast benefits that these modern phones would offer for your business. 

Here are some benefits that your business can enjoy with these modern phone systems. 

• IP Phone System is Way More Cost-Effective:

In a traditional landline system, sometimes a PBX (Private Branch Exchange) box is deployed for directing incoming calls to phones within the premises. There is also a requirement for desk phones for various business needs. The installation of this system has always been a steep upfront cost and if we add maintenance costs, this traditional phone system becomes a very costly affair. Contrary to this, IP or VoIP doesn’t require such infrastructure. You just need a good-quality network and your job is done. You can use IP Desk Phones depending on your requirements, but smartphones or laptops can also be used for transmitting voice traffic. In sum, IP can reduce your phone bill by more than half. The cost-effectiveness of the IP Phone system stems from these aspects:

• Traditional Landline phones require the installation of copper wiring. But VoIP phones can provide both data and power with one channel: An Ethernet cable.
• The calling charges are also inexpensive when it comes to IP phones. In comparison with landline phones that use the Public Switched Telephone Network (PSTN) for carrying voice traffic, internet-based audio transmission is very cheap. There are reports that small organizations can reduce phone bills by 60% in the case of local calls and up to 90% in the case of international calls.
• You don’t need to buy desk phones, further reducing costs. 
• Businesses can also cut their recurring expenses such as taxes, maintenance, repair, and the like.

All these direct and indirect cost savings have made IP phones quite popular among both SMEs and large organizations.

• Enhanced Productivity & Streamlined Workflow:

IP phones come with a user-friendly dashboard, allowing users to enjoy streamlined workflow and enhanced productivity as they don’t have to juggle multiple devices. They can use a universal dashboard as an all-in-one business communication tool, enabling users to make calls, conduct video conferences, utilize caller ID, send/ receive instant messages, access work emails, and more.

• Enhanced Customer Satisfaction:

Businesses can integrate CRM, Point-of-Sale, eCommerce, and other apps on VoIP phones. This integration helps the appearance of all information of clients on screen whenever he or she makes calls. This results in personalized greetings and tailored pre-sale or post-sale services, improving customer experience and enhancing customer satisfaction.

• Advanced and Add-on Features and Capabilities: 

VoIP phones not only match the capabilities of traditional phones such as holding, transferring, call forwarding and caller ID, but they also feature advanced capabilities. For instance: 

You can digitalize calls and get a digitalized file of call recording easily. Similarly, VOIP phones can allow integration with other communication platforms such as emails, and Skype, helping users to review conversations taking place on other platforms. You can also enjoy powerful video conferencing features, helping users to maintain a centralized communication hub. 

Other advanced features are also available, for example, you can add or remove Voicemail, virtual receptionists, call forwarding, call recording, on-hold music, voicemail-to-email, conference calling, video conferencing, instant messaging, call screening, missed alerts, and call logs. But these features are available at cost, you need to make sure that you genuinely need these add-ons or not. 

• Enhanced Online Collaboration:

Improved and streamlined collaboration are other major advantages that IP phones offer. They support many collaborative features such as file sharing, group messaging, and one-to-one messaging. You can thus collaborate with other team members, breaking down the communication barriers and promoting online collaboration within the organizations.

• Higher Scalability:

Easy scalability is another advantage that these phones provide to businesses. Every business owner wants to invest in a future-proof product, that is he does not need to buy additional hardware when the need arises. With VOIP phones in place instead of traditional phone lines, you can cater to the needs of growing businesses such as opening a new branch office, adding a new service, or preparing for a spike in demand during holidays. Businesses can meet all these needs without any need for buying extra hardware or dedicated lines.

• Portability and Mobility:

In addition to cost-effectiveness, the portability and mobility of IP phones can make your employees extremely productive. Whether it is desk Phones or other smart devices, you can make business calls from everywhere. More importantly, the VoIP number of Virtual Number is completely portable, which means you can use this number everywhere. This complete portability particularly comes in handy when you are a frequent traveller or when your business has changed location.

Best IP Phones: Our Top Picks for Both SMEs and Large Corporations

Here are our top picks that you should look into before making an ultimate decision.

• Best Multi-Tasking IP Phone:

Grandstream IP Phone GRP, GXP, GXV series is one of the best available options when it comes to multitasking. Featuring 3 SIP Accounts, 4-way voice conferencing, a 2.8-inch LCD screen, and HD audio speakers, this IP phone can certainly boost the productivity of your employees.

• Best Budget Entry-level IP Phone:

Yealink MP54 - Microsoft Teams Version is an entry-level VoIP phone offering decent specs at the most competitive price range. Equipped with HD sound quality, a self-powered line, PoE support, a 4" colour display, 1 USB port, 2 RJ45 gigabit ports, RJ9 connection, Yealink MP54 is designed to offer optimum performance in a populated atmosphere.

• Best Ergonomic IP Phone:

Avaya J Series is an IP phone that comes with the best ergonomic design. Supporting SIP support, built-in volume boost, Ethernet cable ports, recent call logs, and more, the Avaya J Series is a stylish-looking IP phone designed for long working hours.

• Best IP Phone for Complex Business Settings:

Poly V and C Series are high-end IP phones featuring a 7-inch colour LCD, multi-touchable screen, on-screen virtual keyboard, and more.

• Best IP Phone for Small & Medium Enterprises:

Fanvil X3SG is considered the best VoIP phone solution designed for delivering optimum performance for SMEs. Featuring up to 1000 phonebook entries, HD voice sound, PoE support, a 2.8" colour display, 2 RJ45 gigabit ports, and hearing aid compatibility, Fanvil X3SG can meet all of your business needs effectively.

How Can We Help You Find the Best IP Phone in the UK Market? 

Morgan Ingland Ltd is a leading value-added firm in the UK, offering the market-best IT products and solutions at the most competitive price you can imagine. In particular, we deal in all major brands offering IP phone solutions including but not limited to Anaya, Mitel, Panasonic, Yealink, and Poly. Contact us today and elevate your IP phone experience to the next level.