VoIP switchboard: 7 reasons to switch to IP switchboard - power2Cloud

The Internet is getting faster and faster, making VoIP PBX an even more attractive option than traditional business phone systems.

But there are still many things you need to consider to choose the solution tailored to you, let's see them together.

How does a VoIP PBX work and what are the pros and cons?  

To answer frequently asked questions, here is a quick overview of the differences and configuration information that characterize both traditional and VoIP business systems.

What is a VoIP phone system?

VoIP, or Voice Over IP (Voice over Internet Protocol), is a process for transmitting voice messages and other types of communications through the Internet. Voice signals are transformed into digital data packets and sent over the Internet via a router.

Calls made from a VoIP PBX offer all the options that PBX (Private Branch eXchange, the private telephone network used in business) systems have, multiple phone lines, IVR (Interactive Voice Response), call forwarding and call waiting, caller ID, conference calling, but with an added edge!

One of the main advantages of VoIP central VoIP is that the phone software integrates with the business applications you use such as the CRM, to centrally manage and collect all customer information.

When you use a VoIP PBX, you do not sacrifice call quality. In addition to a strong and stable Internet connection, computers, routers, servers, and VoIP service providers play an important role in making this service even more reliable and strategic. This explains why many companies are preferring this technology to the traditional telephone network (PSTN).  Want to start building better conversations? Request a free trial now.

The difference between a VoIP PBX and traditional telephone line

A PBX system uses traditional telephone cables along with a server that is physically placed in your office, calls between users are free and it is easy for there to be more phones than phone lines.

As we mentioned a moment ago, VoIP PBXs are a type of technology that allows you to transmit voice calls over the Internet. There are three varieties of VoIP phones: IP PBX , fully virtual VoIP, and hybrid VoIP phone solutions.

In an IP PBX configuration, calls are routed through VoIP networks, via a telecom or Internet service provider, to an IP PBX server that can be hosted directly in the enterprise. 

A fully virtual VoIP PBX -- also known as softphone -- uses only the Internet and telephone software generally available for any device, with no dedicated hardware. No landlines, cables or other machines are needed.

Users make and receive calls incredibly easily, using a simple App on the Internet browser or a native App for any computer, smartphone (iOS and Android) or tablet.

There is also a hybrid phone solution that uses a PRI (Primary Rate Interface) phone system together with IP phones.

How to choose between the two

A VoIP PBX may seem like the obvious choice over phone systems PBX , but there is much more to it. 

This is why we advise you to consider all the factors that affect your business and your budget.

7 phone system considerations: 

1. Current Configuration: If the current PBX configuration meets your needs and scalability on call operations is not an issue, it may not be cost-effective to change it.
2. Internet Reliability: PBX systems operate partially through phone lines, so you still have the ability to call if there is an internet outage. With a VoIP system, on the other hand, if your connection goes down, you can forward calls to another number and receive them through voicemail, but you won't be able to make calls.
3. Remote teams: PBX systems limit you to on-site calls, while VoIP PBX gives you the ability to set up mobile employees, remote call center teams and distributed teams .
4. Cost: You will have lower monthly fees for PBX systems, but you will pay more for cable installation, hardware, and maintenance. With VoIP PBX, on the other hand, you will pay fixed monthly subscription fees and there will be no call or hardware costs.
5. Features:With PBX, the phone system has only a few functions such as caller ID, call waiting, call transfer, and voicemail. With a VoIP PBX you have the same features as with a PBX system plus additional ones including intelligent call routing, call recording conversations, call whispering (with this feature you can listen in on conversations between an agent and a customer, without the customer noticing, suggesting best practices to the less experienced colleague if he is just starting out in his job or dealing with complex situations), and you can use it with your CRM system and other software integrations.
6. Audio Quality: PBX systems tend to have good audio quality because they travel on fixed lines. IP PBX systems may have problems if the internet signal is weak. A VoIP system has good quality as long as the internet connection is strong. Fiber optic cables generally provide good call quality.
7. Accessibility: It is rare for companies to install a new PBX system because of the hardware and installation costs. With a VoIP PBX you can quickly and easily set up a phone system as long as it has a stable internet connection.   

The pros and cons of VoIP systems

VoIP systems have some different advantages over PBX systems, although they are not always the best for every business. Let's take a closer look.

Advantages of a VoIP PBX

1. Lower overall costs, essentially only subscription costs
2. Portability: keep the same phone number when you change phone service provider
3. Basic functionality and integrations native with many of the applications you love and already use with a CRM (have you looked at HubSpot?), the help desk (Zendesk is a perfect omnichannel solution!) and much more
4. Using multiple channels simultaneously: phone, chat, text, sending documents...
5. More engagement for remote teams at no extra cost
6. No maintenance costs
7. Ability to add and delete lines quickly and easily, talk about a fully scalable solution that grows with you!

Contrast of a VoIP switchboard

• You need a strong and stable Internet connection to prevent latency and jitter
• You must have adequate bandwidth for good call quality
• Devices need a power source: charged batteries or direct connection to an outlet 

When does the time come to upgrade to a VoIP PBX?

If you are thinking of upgrading to a VoIP PBX , it means that you are questioning two things: that your current phone system is not working as it should for your needs, and that you do not want to miss the chance to take advantage of all the opportunities that VoIP holds.

It is time to consider the move to a VoIP phone system when: 

• You are spending too much on maintenance, IT staff and PBX repairs.
• You want to better budget your phone expenses and this is possible if you have a fixed subscription cost.
• You are at a time when you need to ensure mobility in your work.
• You could be more efficient if your CRM worked with your phone system.
• It is time to start using a call center software.
• You wish your phone could ring on multiple devices at once.
• Would it be useful for your business to use national or international phone numbers.
• You would like to start working with distributed teams.

How to choose the right VoIP phone service 

Objectives and activities of your business should guide your choice of VoIP PBX. When you consider the affordability of the VoIP phone options you find on the market today, cost is the least of the variables.

These are some considerations to help you make a decision: 

• Current Configuration. Are you a startup that has not yet chosen a phone system? Have you decided to upgrade your current phone system from a PBX? Do you want to move to a virtual configuration without any hassle?
• Call Volume: If the volume of inbound and outbound calls is minimal and you already have a PBX system that is working well, it may not be worth making the switch. If your call volume is high and you need a call center, it is time to move to VoIP.
• Scalability: If you are a 'business that works seasonally, for example, you can benefit from the VoIP phone system because you can add lines during peak season without additional cost or time. But this argument is perfect for other industries as well.
• Budget: PBX systems have high upfront costs, as well as recurring costs for IT repairs and maintenance, and an IP PBX is no different. Virtual solutions are easier on your overall budget.
• Adaptability of your employees. If your employees are reluctant to use all the features and tools of a VoIP system, you will never benefit much. If you have considered having your employees work remotely if necessary and they are willing to participate in virtual calls, a VoIP PBX is the best solution.
• Features. A VoIP system offers almost unlimited functionality, responds to future innovations, and works with other business software. Functionality is very limited with a PBX system.

Migration to VoIP

Is it time to migrate to VoIP PBX? Let's not be caught unprepared! 

When you use a reliable VoIP service provider and plan ahead for the change, the process is easier. 

Here's how to prepare for the transition: 

Evaluate your current network:make sure your current network can handle voice traffic and maintain high call quality. Verify that voice is optimized on your router.

Use a reliable VoIP service provider:make sure it knows your needs. It should be able to span the entire process, from start to finish.

Planning the migration: With your VoIP service provider partner, map out the migration plan and figure out how, if, and when the transition might disrupt your business operations.

Train your employees: arrange a training session for employees and network administrators so that they are ready to use the system as soon as it is up and running.

Test the system:Before completely disposing of the PBX system, run a test on the new system and make sure everything is working properly.

Technical requirements for VoIP PBX 

A VoIP telephone system requires an infrastructure that has specific technical components: 

• Hardware : routers, VoIP adapter, telephone equipment, and headsets.
• Internet connection: reliable, possibly using fiber optic cables.
• Bandwidth : Check your system to make sure it has sufficient bandwidth for call volume.
• Software : applications, integrations and a cloud-based phone system.

Each of your devices should have an upload speed of at least 100 kbps available. Connections should have less than 70 ms ping and jitter to avoid latency and stability issues.

Installation

While installing a VoIP system, you'll have to take care of a few details, but none are difficult or take longer than necessary.  Here are four steps to consider: 

Appoint administrators: one or more employees to control the system and phone settings. Everyone needs to know who to contact with questions and to solve problems.

Create voice messages and IVR : an IVR is an interactive voice response system. Administrators will need to configure it to route calls, thinking of a professional, yet personal message to greet customers.

Set the phone system's call time so that it rings during business hours on all extensions and at all locations. This seems like a basic step, but don't overlook it.

Integrate all your other workflows: connect your phone to all your work applications. This is the exciting part of using VoIP! Once you do it will automatically update and this will allow your teams to provide better customer service.

Important VoIP integrations to consider

VoIP integrations will also improve your team's performance because they are affordable, easy to install and use. 

The Marketplace offers so many valuable applications that you use or could start using for your business to create seamless experiences for your team and customers.

Here are some of the important VoIP integrations you might consider:

CRM

Integration with CRM enables your sales teams to call customers automatically without having to switch devices. Recording calls becomes easy and prevents you from manual actions, reducing human errors. 

Click-to-dial

Integrating VoIP with WebRTC technology, you can add click-to-call (also known as click-to-dial) functionality to your website without having to download and install an App.

Users simply click on an icon to request an immediate connection with another person in real time. 

Social media marketing

Social network integrations allow your customers to interact with platforms such as Facebook and Twitter. If they are on social and decide to chat with you, they can reach you via VoIP integration. 

Text

Because of the ease of use of cell phones, text, or SMS, is one of the most popular ways customers use to interact with businesses. Text-capable applications allow you to respond to customer inquiries within your core business apps. It's a safe and secure way to make sure your messages go to the right person.

Project management software

Project and task management software is essential for companies that need to develop plans and programs involving teams. This integration keeps all team members up-to-date on a project from start to finish.

Microsoft Outlook, Google Workspace and email clients

Microsoft Outlook, like Google Workspace and other e-mail clients support VoIP. Agents can make calls and handle emails if that's where your company's contact information is stored. This also solves the problem of having to manually look up phone numbers and allows users to receive messages as audio files.

Backup cloud

To minimize the risk of losing data, you can integrate Apps such as Dropbox, iCloud Drive, Google Drive or Microsoft OneDrive. This is an efficient way to back up contact records, call records, messages, etc.

Best practices for VoIP performance management

These best practices for VoIP performance management will help you run your VoIP system smoothly: 

1. Check the stability of your network.
2. Test your devices, headsets, and network.
3. Set your firewall for clear traffic flow.
4. Make sure you have quality network cables for all devices.
5. Make sure incoming calls ring and don't go to voicemail.
6. Prioritize phone traffic in your Internet line.
7. Test the system with a few calls to test response times.
8. Choose a partner to integrate this tool into your business and a supplier of VoIP phone systems reliable and with a proven track record.

power2Cloud, as a partner of Aircall in Italy, is offering you a free trial to guide your agents through the features and benefits you get with a VoIP system. 

Aircall uses a market-leading infrastructure and works with local providers in selected markets to ensure excellent call quality and a smooth transition to VoIP. 

We will answer your questions and help you activate Aircall in no time, let's talk about it!