Forget messy networks, phone lines, and circuits. Connect with your customers anytime, anywhere with Voice over Internet Protocol (VoIP). Initially only used to save money on international calls, VoIP technology has revolutionized business communication, both internally and externally by offering a flexible, cost-effective alternative to traditional phone systems. 

For small businesses, VoIP solutions provide multiple benefits to streamline business processes and enhance work productivity and communication. But what exactly is the use of VoIP and how it helps a small business? 

Read on to learn about how VoIP solutions work, the benefits they offer small businesses, network requirements, and common issues encountered post-installation.

How Does VoIP Work?

VoIP technology converts voice into digital signals that travel over the Internet. Simply put, it’s a technology to make calls through the internet. Unlike traditional phone systems that use circuit-switched networks, VoIP uses packet-switched networks. It allows voice data to be sent in small packets over the Internet. 

It works like every other data sent over online. It turns your voice into digital data. The digital data is broken down into small packets, containing a portion of the voice data with destination information.

The data is transmitted over the Internet to the recipient’s device on the other end. The digital data is then converted back into an audible voice signal. This process happens almost instantaneously, providing seamless communication similar to traditional phone calls but with added flexibility and features.

You can use any device connected to the internet to call with VoIP technology such as computers, mobile, tablets, and laptops. They can be used with traditional phones or internet-based solutions. Additionally, VoIP Phone systems also store the data on cloud servers during conversations which can be modified, or used for analysis or personalization. 

Benefits of Using VoIP for Small Businesses

Extremely cheaper than Traditional Phones

The first and foremost advantage of VoIP solutions is cost savings. Traditional phone systems cost a lot for long-distance and international calls. On the other hand, VoIP is internet-based. So, you invest in a good internet connection without paying hefty phone bills and drastically reducing expenses. Additionally, VoIP services include a variety of features at no extra cost.

Easily grows with business

VoIP solutions are highly scalable, which makes them ideal for small businesses with growth ambitions. Adding new users to the VoIP system is straightforward and doesn’t require additional hardware. You can avoid expenses on hardware, space, or overhead costs to accommodate the growing business. 

Comes with latest technology Features

VoIP solutions come packed with advanced features that enhance communication and productivity. These features include Call forwarding, Voicemail to email, Auto-attendants, Conference calling, Call recording, Mobile integration, etc. And they are often customizable so you can get additional features per your requirements. 

Mobility and Flexibility

VoIP solutions allow employees to make and receive calls from anywhere with an Internet connection. This mobility is beneficial for businesses with remote workers or multiple office locations. Employees can use their VoIP numbers on various devices, including smartphones, tablets, and laptops, ensuring they stay connected, on the go.

Automate and optimize the process

Since VoIP systems can integrate with other business applications such as CRM software, email platforms, and project management tools, they help communicate more efficiently with clients. This integration streamlines workflows and provides a unified communication experience. Moreover, you can optimize and automate repetitive tasks through technology integrations such as voice bots, predictive dialers, etc., and agent’s life simple. 

VoIP Network Requirements

The benefits of VoIP are enough to make small businesses consider it to manage their communication. Once you are ready to invest in VoIP solutions, you have to ensure that your existing network can support the specifications required for VoIP to function effectively. Here are the key elements to consider:

Internet Connection

A reliable, high-speed Internet connection is crucial for VoIP. It does not need too much data but the bandwidth requirements depend on the size of your business. Generally, each VoIP call requires approximately 100 kbps per phone call. Thus, a small business making five simultaneous calls would need a minimum of 500 kbps of upload and download speeds.

Also, we recommend connecting your device to the internet through an Ethernet cable. It is more reliable and the connection is always more stable via ethernet cable. 

VoIP Hardware and devices

VoIP is flexible for any device that can connect to the internet to place your calls. Depending on your VoIP solution, three main devices can connect with VoIP setup. 

• IP Phones: These look like traditional phones but connect directly to your Internet network.
• Analog Telephone Adapters (ATAs): These devices allow you to use standard analog phones with a VoIP service.
• Softphones: Many software and applications can work with a VoIP service, such as Skype and WhatsApp. Users who prefer softphones need quality headsets and microphones. 

Firewall and Security

VoIP solutions can be vulnerable to security threats such as hacking and eavesdropping. A robust firewall and security measures are essential to protect your VoIP network. You can consider hardware encryption to provide security, manage traffic, and ensure quality VoIP calls and encryption protocols such as password protection or certificate-based authentication to secure data on wireless networks. 

A VoIP carrier

Last but not least, you will need a VoIP service provider in the Philippines to purchase phone numbers and places. Every business has unique requirements and customer base. To select the right carrier, you need to make sure that the VoIP carrier has local numbers for your targeted geographic regions. 

Additionally, you need to ensure that your carrier can port contacts from your old service swiftly without keeping you out of service for any additional time. The best VoIP service providers in the Philippines operate their IP networks and are more reliable for quality.

Lastly, the control panel should be easy to provision new numbers and configure existing VoIP numbers. 

Managing VoIP Network and Troubleshooting

While VoIP offers many advantages, it has its challenges.VoIP network is susceptible to many common issues that can affect the quality of communication.  Here are some common issues businesses may face after installing VoIP solutions. 

• Latency – Delayed voice transmission that affects natural conversation.
• Poor call quality- Broken voice or choppy or disoriented conversion on call.
• Packet Loss- Improper voice transmission causing gaps in conversation.
• Network congestion- too much traffic on the network due to high call volume or lack of proper network
• Security issues- hacking, data breaches, or unauthorized excess. 
• Bandwidth and network- Low bandwidth or poor hardware 

Managing and troubleshooting

Monitor your network

Monitoring can help identify gaps and issues before they become major problems. Determine congestion points and ensure the network is secure. Increase bandwidth to make sure it supports your VoIP needs. Use ethernet cables for a stable and reliable connection. 

Implement Quality of Service Policy

Configure QoS on your router to prioritize VoIP traffic and use high-quality IP phones, and headsets to improve audio clarity. QoS policies help ensure voice traffic is given priority over another type of traffic to prevent latency and jitter and improve call quality.  

Update Hardware and invest in tools

Echo and delay can occur due to poor hardware. Regularly check and maintain your VoIP hardware to prevent malfunctions. Use network diagnostic tools to identify the source of network issues. These tools can pinpoint the issues and make it easy to take targeted action to resolve them.

Update to avoid Security Threats

VoIP systems can be targeted by hackers, leading to data breaches and unauthorized access. Enhance your security with Regular Updates with the latest security patches, Strong Passwords, and Implement firewalls and Session Border Controllers to protect your network.

Regular User Training

Transitioning to a VoIP system can be challenging for employees accustomed to traditional phone systems. Provide adequate training to ensure a smooth transition and to familiarize employees with VoIP features and functionalities.

Conclusion

VoIP solutions in the Philippines offer multiple benefits for small businesses, including cost savings, scalability, and advanced features. However, you can only enjoy these benefits, when you meet the necessary network requirements and be prepared to address common issues that may arise post-installation.

With the help of VoIP systems, small businesses can transform their communication infrastructure, leading to enhanced productivity and growth.

Investing in a robust VoIP system can be a game-changer for small businesses, Our VoIP solutions come with all the advanced features you need including call routing, unlimited domestic voice calls, unlimited business SMS messaging, voicemail to email/text, number porting, caller ID, call forwarding, custom greetings, auto attendant, hold music, call recording, online VoIP fax, phone extension for team members, and more.

It’s easy to use and can be integrated with the latest technology solutions such as CRM, voice and chatbots, predictive dialers, etc to automatize your repetitive tasks and improve your team’s efficiency. 

Plus, our pricing is affordable and our support team is accommodating, making it easy for you to get started.  If you’re just starting or looking to upgrade your existing communication setup, Lgorithm Solutions VoIP offers a future-proof solution that can adapt to your business needs.