How Can Businesses Use VoIP To Cut Costs
Jack Roberts

Telephone bills are often one of the biggest items of regular expenditure for organizations. Especially those who need to regularly make international calls. Yet, it’s possible to save considerable amounts of money – and reap other important business benefits - by installing VoIP phone systems.

What is a VoIP phone system?

Telephones have advanced a great deal since 1876 when Alexander Graham Bell uttered the first intelligible words on his invention. Which were, “Mr Watson, come here. I want you.” Now, it’s possible for businesses to have both multiple landlines and a mobile contract that enable a diverse array of devices to make and receive calls across the globe. As well as site to site internal calls.

VoIP is the next stage in the evolution of phones. It streamlines the whole process. That’s because VoIP is an abbreviation for Voice over Internet Protocol, clearly indicating that it’s a digitalized call system.

Why is VoIP cheaper than a copper phone system?

Setting up VoIP in your workplace means dispensing with much of the traditional equipment needed to make and receive telephone calls, including switchboards. This is one of the most important factors in how businesses use VoIP to cut costs. However, the biggest cost saving from VoIP telephone systems for many organizations is the ability to make calls, anywhere in the world, around the clock, via your business broadband and enabling software such as Office 365.

That leads to the commonly asked question "Are VoIP calls free?"

Much depends on the level and complexity of your VoIP service package, but in effect, the answer is yes, beyond a monthly fee that’s pre-agreed.

Imagine how much a business can save from a flat monthly rate. Especially as installing VoIP technology can enable remote and mobile staff to make no cost calls too. This alone could create a speedy ROI for VoIP technology.

In fact, you don’t have to imagine, as global research body IDC found that VoIP can reduce telephone-related business costs by 30%.

What are the other benefits of VoIP?

There are more business advantages to using VoIP telephony, beyond cost savings. Especially the way it supports more efficient call systems.

For instance, VoIP enables multiple staff to make external calls simultaneously. Without investment in costly additional phone lines. Also, without creating frazzled switchboard staff or external caller frustration from a constant ‘engaged’ tone or call queues.

VoIP also enables collaboration on a new level. This is because you can exchange data during VoIP calls, and support internet-based video calls (one of the indirect cost savings, therefore, is fewer resources spent on travelling to and hosting in-person meetings.)

Another advantage is that this is a versatile and scalable way to communicate. Your VoIP phone system could 'bolt-on' options such as Call Recording, multiple Voicemail inboxes and Call Reporting, for instance. Which can provide important business intel on call handling efficiency and customer service standards.

Keep in mind some extra VoIP features involve subscription costs. However, you need to measure those against the way this technology can improve your productivity, customer relations and your ability to communicate more effectively.

How is a VoIP system set up?

The best way to install VoIP telephone systems is to seek advice and IT services from a specialist in this field. They can recommend the software to support VoIP - such as Office 365 – and provide ongoing support to manage this IT improvement. Including all the security and data backup measures you need to take when using internet-based call systems.

Providers of VoIP services differ in what they offer, and it’s important to find the best VoIP technology for your size and type of business. For example, you may need a device to device VoIP system, device to telephone, or an IT service package that enables both telephone to telephone and VoIP phone to telephone communication.

All of these are internet-based call systems, and therefore cost-effective, but the initial investment differs. You may also need to choose a package based on your business broadband and its impact on speeds and VoIP efficiency.

However, each type of connection offers highly manageable costs. The other common feature is that VoIP systems are incredibly quick to set up. Especially when you engage affordable IT support services, from a leading VoIP provider.