VoIP Applications for Communication In Modern Industries

Introduction to VoIP

VoIP (Voice over Internet Protocol) is an open standard that allows users to make and receive phone calls over the internet instead of traditional cellphone lines. It is an affordable option for companies that want a business phone number that improves their internal and external communications. Examples of VoIP system providers include Grasshopper, RingCentral, Ooma, Vonage, and Dialpad. VoIP systems are changing the way modern businesses communicate in various industries. We have covered various parts of the technology in this article including what VoIP is, how it works, the benefits of VoIP in various industries, and the importance of VoIP Applications in Modern Industries.

What is VoIP?

VoIP is a technology that allows voice, video, and other calls to be sent and received using the internet. VoIP is different from traditional phone systems or PSTN (Public Switched Telephone Network), that use analog landlines to send phone calls because it is a digital network. It converts voice into packets of data which are suitable for both long and short distance communications. This virtual phone system works similarly to traditional telephone systems, with the key difference being the internet. VoIP systems can be used on various devices including using mobile phones, internet-enabled desk phones, desktops, and headsets. The use of virtual phones to make phone calls, video conferencing calls, instant messaging, voicemail to email, and call queues, unlocks communication and reduces the cost of serving users. 

VoIP is the business phone system for your organization because VoIP software is a superior phone solution to Key System Units (KSUs) and Private Branch Exchanges (PBXs). Unlike traditional phone systems that use wires for transmission, a VoIP telephone system uses just the internet and your mobile device. The internet is not the only advantage VoIP has over legacy phone systems, as businesses will also enjoy advanced features such as caller tones, auto-attendant, call waiting, and multiple phone numbers.

How does VoIP work?

VoIP phone calls are sent in data packets that can go worldwide in milliseconds. The network does not use traditional phone lines, meaning calls can be sent over longer distances and are usually more stable. Thanks to VoIP, customers can access the businesses that serve them, as the lines of communication are always open. Discover how VoIP works below:

• The mobile device with the VoIP number connects to your local area network (LAN).
• When a call is placed to a local phone number, your internet provider contacts your VoIP phone service to push the call through.
• The VoIP calls the number and establishes a connection using packets created from your device.
• Your hosted VoIP converts the received packets into sound you can understand.

VoIP provides a cloud-based phone system that grows with your business as it expands because it provides multiple tools for scale. These VoIP phone systems also provide collaboration tools such as web conferencing, video chat, and instant messaging that business staff can use internally. 

Benefits of VoIP

VoIP systems have significant advantages over traditional or landline phones. Businesses gain the following advantages when they use a cloud-based VoIP phone system:

• The system can transmit high-definition (HD) audio, which improves the quality of audio, video, and teleconferencing calls. 
• Companies can save up to 50% on communication costs using virtual phone systems instead of a regular phone service.
• Businesses can set up Voice over IP systems quickly because they only need an internet-enabled device and a connection.
• It is remote-friendly, as it is the perfect long-distance phone for remote workers.
• Users can make cheap international calls, as most fees usually accrued are shed when VoIP is used. 
• VoIP offers advanced features like call recordings and call queues without expensive additions.

VoIP for Business Communication

VoIP allows companies to harness the power of the internet to improve business communication with users and collaboration among staff. Using virtual phones, which a VoIP system provider enables, removes hardware dependencies for businesses. Business VoIP also improves business efficiency, as the McKinsey Global Institute (MGI) shows in their report how the VoIP industry is helping companies unlock value and productivity.

Their low maintenance, scalability, and packet-switching protocols give the technology an edge over regular phone lines. These advantages make the adoption of VoIP for business communication a no-brainer. VoIP makes organizations communicate better in an ever-changing business world.

Switching to VoIP

There are different VoIP providers in the VoIP phone market. When a business wants to switch from analog telephone lines to digital VoIP services, there are a plethora of choices available. VoIP examples include Vonage, Ooma, and RingCentral. A VoIP solution that meets your company’s needs is the best way to extract maximum value from a provider. 

Here are the steps organizations who want to switch to a version of VoIP should follow before migrating their communications:

• Planning: The first step is to plan the change to a new VoIP system by checking if your infrastructure can handle the switch. You should ensure your staff have the appropriate skills to work within a VoIP network.
• Test Your Connection: Next, test your office’s internet connection to see if it can handle a Voice over Internet Protocol system. A broadband connection with at least 100 kb/s of steady connection is recommended for a global VoIP system.
• Prepare your IT infrastructure: You must prepare your Business’ hardware infrastructure to handle the change. Upgrade the necessary hardware and finetune the existing LAN (Local Area Network) and VLAN (Virtual Local Area Network) systems.
• Pick a VoIP Service: Select a provider that has the most affordable solution for your business needs.
• Install Free Add-Ons: Take advantage of the many VoIP phone features available when you purchase a plan. Some of these features include interactive voice responses, auto-attendant, call forwarding, and call queuing.
• Consider VoIP Hardware: You must decide if you want headsets, hard phones, or softphones as the primary hardware. The chosen hardware should fit your organization’s needs. For example, call centers are better served with headsets as their preferred hardware.
• Staff Training: This is the penultimate step in switching to a VoIP service. Your staff must be able to handle the relevant systems when you integrate the service. This training reduces the learning curve and eliminates the need to learn on the job.
• Install VoIP: Set up a date to install the service of your chosen VoIP provider. The total duration of this process depends on the size of your business.  

Features of VoIP Phone Systems

Although calling is a VoIP user’s biggest utility, other VoIP features are available to businesses that use the service. These features help your new system receive and make calls seamlessly. There are other advantages that these features unlock for businesses. Here are some of the features Voice over Internet Protocol services provide:

• Call Forwarding
• Call Queuing
• Auto Attendant
• Extension Dialing
• Conference Bridge
• Interactive Voice Response (IVR)
• Voicemail Forwarding
• VoIP Number Porting
• Call Routing
•  Call Recording
• Call Management

Virtual Phone Numbers

VoIP services do not issue numbers using physical SIM cards. The numbers are computer-generated and are not tied to one device or hardware. There are two broad classifications of virtual phone numbers based on installation and location.

Based on Installation

• Non-Fixed: These numbers are not attached to any business location or identity.
• Fixed: These numbers are tied to an organization or business.

Based on Location

• International Numbers: These numbers work outside your country and allow customers from foreign locations to contact your business.
• Local Numbers: These numbers provide coverage within a local area, such as a city or state.
• Special Numbers: These numbers can have special characters or alphabets. For example, 1800-XXXX-BOXING.
• Toll-Free Numbers: These are numbers free of charge that are commonly used to answer customer complaints and inquiries

VoIP in Different Industries

The impact of Voice over IP systems can be felt in various industries as they fulfill different business needs. These systems have slowly overtaken legacy communication solutions as more businesses find utility in the service. Here is how the use of VoIP is shaping different industries.

VoIP Solutions for Retail

Commerce relies on communication to convey the buyer’s needs to the seller. In retail, businesses are one bad experience away from losing customers, so they need reliable services that improve the overall experience for buyers. Retailers can improve customer service and build brand loyalty using important VoIP features like auto attendants and call waiting. VoIP services also allow retail businesses to save costs on communication within their organization among staff and externally with customers. It also provides the infrastructure necessary for retail employees to meet the needs of their buyers. Finally, it increases the level of accessibility customers have to their retailers and allows a community of devoted users to develop.

VoIP in Healthcare

In healthcare, information is critical to the value chain and must be transmitted without interruptions or miscommunication. Public and private medical outfits have the same needs, and a communication system like VoIP is needed to handle their communication burdens. It improves the feedback medical personnel receive from patients and is also great in cases of emergency. Voice-over Internet Protocol systems also lower communication costs and make it easier to scale medical services. Finally, it allows for delivering exceptional patient care as the lines of communication remain permanently open with little or no downtime.

VoIP for Education

Communication is an important part of education as the collaboration between teachers, students, and relevant stakeholders is important in achieving excellence. Educators need to operate in a dynamic environment, making VoIP an integral part of any modern educational institution that wants to provide superior learning services to its students. It enables the tracking of marketing campaigns that target students and the effectiveness of these campaigns. VoIP also offers an ease of use that enables top-to-bottom seamless communication between top management and middle/lower managers. These benefits culminate in an educational industry that disseminates information quickly and meets the needs of its users.

VoIP Technology and Innovations

The technology and innovations in the Voice over Internet Protocol industry are the driving force for the future of communication in business. As more organizations switch from analog phone system solutions to cloud-based virtual systems, they will enjoy the benefits of the innovations present in the technology. 

As the service’s security, reliability, and backup capabilities grow, more businesses will commit to the technology. These virtual systems’ constant iterations make them more resilient and stable for business use cases.   

VoIP Apps and Integration

Voice-over-Internet protocol services have apps and integrations that businesses can use to improve various parts of their offerings. When choosing a provider, it is important that you check if their integrations can merge properly with existing systems. Where necessary, upgrades to the hardware should accommodate the relevant integrations. Some of the integrations that your business might need include sales integrations, CRM integrations, and email/contact syncing. Your provider must give you robust solutions that help your business to achieve business goals.

Top VoIP Providers

Numerous Voice over Internet Protocol companies provide the infrastructure to help companies handle their internal and external communication. These are a few of the top providers you can choose from: 

• RingCentral
• Mitel
• Grasshopper
• Dialpad
• Vonage
• Ooma

VoIP in Business Operations

The technology has numerous benefits for businesses. It helps with cost reduction and allows communication to be seamless. The virtual network is scalable, can grow as the business grows, and serves more customers. Business operations also benefit from the security these cloud phone systems offer, as you can communicate over long distances without fear of losing important data and interactions. The rise of 4G and 5G internet services makes the use case for Voice over Internet Protocols as they form a core pillar of the infrastructure needed for businesses to use the service.

The Future of VoIP

Many trends will shape the future of Voice over Internet Protocol services. The Omnichannel model for delivering customer communication will make it easier for organizations to provide a curated experience. AI will also enhance the analytics of the communication between businesses and their users to give better insights into user behavior. With IOT (Internet of Things), all devices connects to one central network via the internet, making it easier to integrate cloud phone services. The emerging technologies being used in the industry will affect the technology and how companies use it to meet their needs. 

Advantages of VoIP

Voice-over Internet Protocols offer solid benefits that all businesses in various industries can harness to serve their customers better. Here are some of the advantages you enjoy when you use these virtual cloud telephone systems: 

• It does not need wire charges as they allow data and Voice on the same network.
• It eliminates the repair and maintenance fees associated with maintaining analog systems.
• It is portable and easy to access for staff within an organization.
• It is scalable and allows companies to add more users without overwhelming their infrastructure.
• It has clear audio quality and costs less to send video, images, and data.

VoIP and the Adoption of Cloud Communications

Cloud or unified communications merge an organization’s channels into one unit. Also known as UCaaS (Unified Communications as a Service), it aims to help businesses manage their interactions with their clients from one central point. With this centralization, you can track customer satisfaction and other metrics for better service delivery. It makes it easier for your employees to deliver better results when helping customers solve their problems.

How VoIP is Transforming Communication

Voice-over Internet Protocols have made it easy for businesses to communicate with customers. Organizations can communicate better with their users for a fraction of the cost. It also reduces the maintenance costs that companies typically associate with analog systems. Integration is seamless except for minor hardware upgrades to improve the existing infrastructure.