For a small business to be successful, clear and efficient communication is essential, which is why enterprises embrace VoIP technology. Also known as IP telephony, VoIP stands for “voice over internet protocol.” VoIP systems use a broadband internet connection to conduct several forms of communication, such as voice, text, email, and more. VoIP phone systems can help small businesses streamline operations, enabling team members, partners, and customers to interact easily. However, with so many incredible features available, finding the best VoIP system for your enterprise can be overwhelming.   

Why Small Businesses Need a VoIP System

VoIP phone systems have several advantages over traditional phone systems. One of the most appealing qualities of VoIP systems is their scalability. Organizations only pay for the services that are needed. For instance, if your enterprise experiences a “busy season” or personnel needs fluctuate, phone lines can easily be added or subtracted online. As the global workforce continues to embrace remote work, enterprises don’t need to go through the hassle of installing phone lines. With a broadband connection, remote workers can simply log in via the VoIP system’s web interface to begin communicating with co-workers, clients, and customers. However, if organizations prefer on-site VoIP systems, they can easily be integrated with on-premises legacy systems and maintained by in-house network engineers. When it comes to long-distance and international phone calls, VoIP systems are only a fraction of the cost of traditional phone lines. But VoIP is more than just a voice-to-voice connection. VoIP telephone systems are multi-functional, enabling users to conduct conference calls, video calls, messaging, and more! 

How to Find the Best VoIP for a Small Business

When looking for the best VoIP system for your small business, it’s important to consider which functions will enhance your enterprise’s communication capabilities. Here are seven valuable features of a VoIP system. 

Call Routing 

VoIP systems that offer adaptable call routing and forwarding features allow organizations to streamline incoming calls to the proper department or person—no matter where they’re located. 

Organizations can customize call flows with a wide range of features, such as time of day, caller ID, interactive voice response (IVR) menus, and more. With efficient call routing, customers and clients can enjoy a user-friendly experience while meeting their needs promptly.

Voice Transcription

Voice transcription converts voicemail messages into text, which can be shared via email or archived for later use. This feature can save users significant time by allowing them to quickly scan through text for relevant information without listening to the whole message. Also, sharing the message with team members via email or other text-driven platforms ensures information is distributed clearly and efficiently. 

Call Recording

Call recording is a feature that enables enterprises to maintain quality assurance for customers as well as provide training or uphold legal compliance. With call recording, no detail of the conversation will be overlooked. 

Conference Calling

With the conference calling feature, small businesses have the ability to connect team members, clients, and partners all on one call. VoIP phone systems offer high definition (HD) clarity so that voices are crystal clear. If this feature is critical to your business, it’s important to clarify that the VoIP system will accommodate the size of participants you intend to have on the call.

Video Conferencing

Video conferencing eliminates the need to be in the same physical location as other attendees. High-quality video conferencing allows all parties to participate from anywhere in the world, enabling them to have a seamless, latency-free experience. Another important element of video conferencing is screen sharing. This video conferencing feature allows participants to showcase documents and files for easy collaboration. 

Team Messaging

VoIP services that offer team messaging can be a real game changer. It allows team members to maintain real-time communication regardless of location. Whether one-on-one or in a group chat, team members can share documents, files, or photos to keep everyone up-to-date and on the same page. 

Third-party Integrations

One of the greatest advantages of a VoIP system is its ability to integrate with several applications, such as a customer relationship management (CRM) system. The seamless connectivity of VoIP helps keep information streamlined on one platform without causing users to jump back and forth over several applications. 

If your small business is still utilizing Plain Old Telephone Service (POTS) to conduct communication, you’re missing out on the efficient, cost-effective, high-quality multimedia streaming capabilities of VoIP phone services. As the wave of the future, VoIP systems are highly adaptable and can even be integrated into your current PBX architecture. With over forty-two years of experience, Cynergy Technology can assist you in finding the right VoIP solution for your small business. With forty technical, sales, and administrative professionals at two locations, we have what it takes to help your enterprise seamlessly transition into the modern world. Contact our team of experts today for a free consultation.