Communication is critical to small business to build relationships. Here are eight ways for your small business to effectively manage communication.
6 Reasons Why Should You Switch To VoIP Business Communication
Most businesses rely on email and phones to communicate, But unfortunate reality is many of these are outdated methods of communication.
Excellent business communication within a company is one of the most critical elements to succeed in this ever changing world. While most businesses rely on email and phones to communicate, the unfortunate reality is many are using outdated methods of interacting that cost them both time and money. For the purposes of this post, we’ll focus on the phone aspect of things and the ways that opting to use a VoIP phone system for business can improve the business communication process.
Voice over Internet Protocol or VoIP, is a tool that connects calls through an internet connection. Rather than using traditional phone lines, a company can use VoIP phone service to make calls to clients anywhere with a WiFi connection. It makes the task of contacting clients, partners, and even employees possible for both remote workers and “in house” connections since an internet connection is accessible to almost everyone, everywhere.
How Does VoIP Improve Business Communication?
1. Provides Flexibility and Mobility
The business communication process of VoIP provides a straightforward structure that is accessible to anyone with the application and internet connection. Implementing VoIP phone service will surely boost your sales as it is also available on various devices such as your desktop computer, smartphones, and tablets. Therefore, even if your employees are working at home or working overseas, you can still easily keep in touch with them. With VoIP, your business can run smoothly and continuously as long as you can get online. Distance no longer matters.
2. Easy to Maintain
As a business owner or manager, you don’t have time to worry about phone problems. While VoIP doesn’t guarantee you will never have difficulties with phone service, fixing the system won’t take days or weeks like a traditional phone system might. That is the beauty of a VOIP phone solution - they are usually resolved relatively quickly because service providers such as Ring4 are regularly monitoring and maintaining their software.
They’ll likely detect an issue and take necessary action to fix the issues before you ever know something is amiss. In the event you need more troubleshooting to get your business communication back online, it still won’t take as long as traditional phone line maintenance because there are no wires or complicated hardware to service.
3. VoIP Solves Voicemail Struggles
A common struggle of business communication is missing a phone call. If you’re using a traditional call center that takes messages, you might not be able to ensure that the message gets to the right person that needs to handle it. Therein lies the beauty of using a VoIP system like Ring4 - you can set up phone numbers for every person on your team and voicemails will be delivered to the right person every time.
And, if you are taking advantage of the transcripts feature, you can read the messages of the caller and handle their issue even if you can’t call them back. Or you can create a task on your calendar with the details of the call to address at a later time.
Imagine being able to save a transcript of calls and save them for when you have time to get to them. You can also save these call transcripts for training purposes or for documentation for clients to keep track of everything between company and client. A CRM software can help improve your business communication skills by making it easier to manage incoming calls and messages, set appointments with customers on the fly without having spreadsheets of information.
4. Collaboration Made Easy
Business communication is essential for collaboration between colleagues, partners, and employees with clients. Using a VoIP phone system makes collaborating simpler and easier thanks to features like:
- Video conferencing
- Shared call recordings
- Shared call transcripts
- Unlimited text messaging, calls and more
5. Competitive Call Rates
It’s safe to say that spending money on long distance calls can add up quickly. That’s yet another reason VoIP business communication systems are so much better than traditional landlines. With calls over the internet, you’ll pay significantly lower rates per minute. For example, with Ring4, you can call Australia for $0.07 per minute, China for $0.01 per minute, and even Singapore for $0.03 per minute.
6. Reduce Overhead/Expenditures
Setting up a VoIP phone system is a fraction of the cost of a traditional landline. And, if you use a provider such as Ring4, you’ll save even more. Ring4 works with your smart device so you don’t need any additional equipment. Gone are the days when you needed to spend hundreds of dollars on the phones and software some VoIP service providers still require!
Ring4 VoIP is the Future of Business Communication
The business world is evolving. We have sales intelligence for sales, automation for marketing, AI for product design, an online logo maker for branding, automation for content marketing etc. It's time business communication gets its own upgrade.
Can you keep working with traditional phone systems and still communicate with clients, colleagues, shareholders, etc… Sure. However, many of the elements of business communication mentioned here would require a transcriptionist, video conferencing software, and additional programs.
Save the time, money, and hassle and try VoIP instead. We’re pretty sure you will see the benefits far outweigh and disadvantages you can think of. Don’t take our word for it though.
We’ve seen a lot of frequently asked questions regarding VoIP phone service and business communication. Here are just a few of them:
1. What is a VoIP business?
A VoIP business can be categorized in two ways. The first, is the VoIP service provider - this is a business that provides cloud phone systems to individuals and business owners. The second, is a company that runs their business using VoIP rather than a traditional phone system. VoIP phones use the internet to make calls instead of hard lines so they can be set up to work anywhere with an internet connection.
2. Why would a business want to use VoIP?
Simply put, a VoIP business communication system provides the user with more freedom. With one that works from your smart device, you can get out of the office and into the field. And, because they are much less expensive than a traditional landline, you have the freedom to make alternative decisions with the money you’ll save from making the switch.
3. Is VoIP good for small businesses?
Absolutely! They take significantly less time and resources to set up. For example, Ring4 can give you a business phone number in less than a minute. It’s also beneficial to a small business owner because since a VoIP business communication system is so easy to set up or turn off, you can grow your team without worrying about downtime or large expenses. Add new lines as needed for one flat fee per user, per month.
4. Is VoIP better than landline?
Yes! VoIP is better than a landline for several reasons including: VoIP business communication systems are cheaper than most, if not all, traditional phone systems. They prevent you from being tethered to your desk - you can use them anywhere you can connect to WiFi. And, they are much easier to set up so you can grow and scale back your business as the needs of your business change with little effort.
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