Thursday, July 14, 2011

Benefits of VoIP Phone System

Telephone systems have become an indispensable part of businesses. For efficient communication in the business environment, business phone systems offer enhanced features and services that only make the communication easy, but also, make it more professional and secure. Advanced business phones have more features and functions than ordinary phones that include voicemail with e-mail integration, call handling, Computer telephony Integration (CTI), WiFi, VoIP multi-site networking, paging, intercom, advanced data networking and many other advanced features.

Data cabling for setting up new business telephone systems, upgradation of existing phone system or relocation of phones system at some other place is done by professional technicians. Some of the companies dealing in business phone systems also offer free site inspection and consultation to optimize performance and minimize costs of installing phone systems.

The growing popularity of VoIP phone system lies in its functionality, multiple features like caller ID, call forwarding, web mobility, voice mail management, conference calling facility and several other advantages including cost-savings. The VoIP system converts the analog voice signals into digital data packets to facilitate voice transmission in real time using the internet. VoIP system does not require any complex hardware set-up and its services can be used for making long distance calls and that too at cheaper rates. The key features of VoIP phone system are:

•Voice commands: Voice command activation enables dialing, transferring and retrieving of calls.

•Voice dialing: Instead of using phone keypad, voice dialing can be done verbally.

•VoIP gateway device: Configuration of VoIP service either through internet or through on-premise gateway device helps in imporoving the service quality.

•Management applications: Using of Response Point Administrator for setting-up and monitoring the entire phone system as per individual preferences, click-to-call contacts and veiw call status.

•Cost-effective technology: Long distance calls can be send and received over the internet using VoIP services at cheaper call rates.

•Direct dialing facility: Configuration of direct dialing numbers enables multiple business phone numbers to be operated through one line, instead of setting up new phone lines.

•VPN access: Virtual Private Network access allows people to use the phone system from remote networks.

•Digital Service: Configuration of voice service with digital service provider allows access in different regions.

•Automated receptionist: Enabling of automated voice service helps in answering and directing calls when the office is closed or when the operator can not take the calls. Customization of automated responses, greetings and prompts can also be done.

•Intercom: Intercom facility allows sending 2-way and 1-way calls for individuals or groups.

•Call Routing: VoIP phone system enables automated receptionist or official operator to route calls.

•Call history log: It helps in monitoring incoming and outgoing call activity by storing and filtering data collected by call log.

•Other important features include checking call status by viewing status indicators, incoming call notifications, call forwarding messaging, voicemail retrieval by phone or e-mail, parking music, importing of business and personal contacts from Microsoft Office Outlook, Windows Address Book (Windows XP), or Windows Contacts (Windows Vista).

Better Business Communication

Business telephone systems play a vital role in effective communication of businesses because of their high performance, security and more number of features than any other ordinary communication devices. One-time investment done by the companies or organizations for these advanced phone systems can not only make the communication easier, but also, more professional among the staff or with the customers of the company. Different types of telephone system are available to cater the needs and fulfill the demands of small, medium and large enterprises. A business telephone system often provides additional features related to call handling, Computer telephony Integration (CTI), VoIP multi-site networking, WiFi, paging, intercom, voicemail with e-mail integration, advanced data networking and many other advanced features.

Computer telephony Integration (CTI) technology allows integration of interactions on a telephone and a computer system. CTI has a number of common desktop and server based features like computer controlled automatic dailing (preview dialing, power dialing and predictive dialing), call information display, phone control system (phone answering, phone hang up, phone conferencing, phone holding and call forwarding), coordinated phone and data transfering, allowing users to login as call center agents for call handling, automatic call routing, advanced call reporting and voice recording.

These advanced phone system can be installed at offices, buildings and within the company or organization. Easy communication, security, reduced expenditures, easy installation and handling are some of the advantages of using these phone systems over other ordinary phones. These telephone systems can be classified into three categories:

•Key Pad systems: These systems allows the used to see and control the calls directly and manually. The modern versions of these phones systemhave advanced features like answering machine funcations, speed dailing, automatic call accounting, caller ID, remote supervision and station specific limitations.

•Hybrid systems: These systems work on the lines of traditional phone systems with the integration of VoIP (Voice over internet protocol) technology. The features of hybrid systems include intercom functionality, integrated voice mail services like remote notification and text message alerts, caller identification, call forwarding, call transferring, call routing and remote connectivity.

•Private Branch Systems (PBX): Private branch systems are telephone exchange systems that are used in big business enterprises and makes the users (staff or employees) share a common phone line for communicating with each-other and for making the calls outside the company or organization as well. They are relatively cost-effective and easy to use phone systems. This system connects employees or staff people of an organization through extension code numbers for any particular department within the organization and eliminates the need of installing individual phone lines for each employee.

It is important to access the needs and requirement of your business model while selecting the perfect phone system for your company. For a small business model, too many features in a phone system can prove to be a costly affair. And for a large enterprise level business model, less featured phone system would not be able to fulfill the requirements. Therefore, expert advice from a professional person can guide you in making the right choice for the perfect business phone system.