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Published June 20th, 2016 by

5 Things You Need To Know Before Using a VoIP Software

5 Things You Need To Know Before Using a VoIP Software

You may have already read a lot about the best business VoIP tools in the market and how they should be patronized and used by business owners because of the many advantages that they can offer. Since there are also a handful of business VoIP tool reviews, you may have also read about the pros and cons of each of the software in the market.

So instead of dwelling into these topics, let’s try to look into the 5 things that you need to know before using a VoIP software instead. Whether you are already planning on switching to this business tool or you’re still unconvinced and you’re still weighing on your options, these facts about VoIP software would help you decide and understand everything better.

1. Kinds of VoIP Systems

Aside from comparing the reviews of business VoIP software, it will also help if you learn about them in general. Knowing about the different VoIP systems can help you understand which ones you should use for your business. Take note on the significant differences between them so you know which could work better for your business according to your goals.

Software Solution

Dubbed as the simplest kind of VoIP software, software solutions enable you to call your clients or team members free, as long as they have the same application that you have. All you’d need is a stable internet connection to conduct a clear voice or video call. A perfect example for this kind of system is Skype and Viber. According to statistics, there are about 74M Skype users and 754M Viber users. You can connect to them for free as long as you have them in your contacts.  This kind of systems works perfectly well for small businesses and even start-ups.

Hosted VoIP System

Other VoIP users and experts refer to this as the off-premise system. With this setup, users can enjoy the benefit of having more resources to use, aside from this, all of the technical things that are sometimes too hard for you to understand are handled by the team of the hosting company.

They will help you configure the settings, install new features, and upgrade software. The hosting company simply charges you with the monthly fee that covers the hosting services, maintenance, call expenses and other add-ons. No matter what size your business is, as long as you’re amenable with the terms and condition of a particular hosting company, then the hosted VoIP system can serve your purposes well.

Premise VoIP System

Otherwise known as Self Hosted VoIP or IP-PBX system, this system lets you control everything on your own. Before enjoying the many benefits of the premise VoIP system, you will have to pay for more upfront expenses for the hardware and the software. You will also have to invest your skills and time on configuring the settings.

However, after you are able to set-up everything properly, you will get to reap a lot of benefits.  For one, compared to the Hosted system, this can offer you lower monthly expenses. Another advantage is that the expansion costs are relatively lower with this VoIP phone solution as well.  This option works best for large enterprises that have their team of IT experts.

2. The Best Time to Implement a VoIP Software

With the rising popularity of VoIP phone software, it’s hard not to feel like you’re business is left out because you’re still using the traditional communication lines. The decision should be completely on your hands because you can understand the readiness of your business for this major switching. The best time to switch is when you realize that you need the various handy features that a VoIP tool can offer like call forwarding.

Instead of having to answer calls in the office, you can configure your mobile phones or your laptops so all of the calls made to the designated landline phone of your office will be connected to your preferred device. You may also set up a voicemail so that all of the unanswered calls would be recorded and send to you via email so you could listen to the messages when you’re already available.

3. Differences Between VoIP and PBX

PBX stands for Private Branch Exchange. 3CX describes the PBX as the telephone network that is used within the company. Members of the company who have access to this PBX can use a shared number to call external numbers. PBX employs the use of the telephone technology where the converted voice signals are transmitted as an electrical signal and then a radiowave to the other party’s device.

Cisco explains that for VoIP based PBX, calls are converted into packets of data that are sent through the internet and then converted to another form of data to make it readable or compatible with that of the device where the packet data are sent.

Apart from the difference between the ways your messages are transmitted, they also differ in terms of their features. As mentioned earlier, the PBX or the traditional phone system offers lesser features for their users. For the VoIP PBX, you have the option to conduct call blasts, simultaneous ringing, call forwarding, transcribing of voicemail and video conferences.

According to Shoretel, some companies still maintain both the old school PBX but they also employ the help of the VoIP business software to help lower costs and to have a backup system in case of the other fails.

4. The Cost of Using VoIP

There are various Business VoIP Tools in the market and while they offer different rates for their premium packages, they generally offer businesses with cheaper communication options. Experts keep on emphasizing about the large savings that you can get from switching from your traditional phone system to a VoIP software. The average savings that you can get from this bold decision can amount up to 75% thanks to the large amount of money you can chop off your communication budget.

Without the extra equipment like telephone lines, cables, and in-house servers, and the additional expenses you need to pay for international calls, server maintenance, VoIP configuration changes, and on site repairs, you get to reduce your expenses significantly. With a VoIP software, you only need to pay for the local charges for your international calls. Plus, as long as you go for a hosted VoIP software, you won’t need to maintain your own in-house servers because the hosting services will have that handled for you. As for changing settings and repairs, most of the VoIP tools in the market offers an easy to understand User Interface so you can make the necessary changes on your own.

You can channel that savings to a reliable data plan and hosting service instead that will help you establish faster and uninterrupted calls and video conferences.

5. Limitations of a VoIP

It’s fairly reasonable to read about the perks of using a VoIP phone, but it is also important to look into the problems that you may encounter along the way as soon as you start ditching the old ways. A study was conducted to look into the different factors that affect the reliability of VoIP software, and it discussed the importance of the underlying networks. Apart from this study, experts also point out two essential key factors that can affect the performance of a VoIP.

Power Shortage Issues

Business VoIP software rely heavily on your internet connection and because of that, you become vulnerable to issues concerning power shortages. Whenever you experience blackouts in your area, you should expect to encounter interrupted services as well. However, if you have a backup power source, this won’t be a major issue for you. Power generators connected to your network system and your computers can help you sort out this issue.

Quality of Calls

The reliability of VoIP software is strongly related to the reliability of your ISP. There are specific bandwidth requirements that you need to have so that you would have a stable working VoIP software. In general, you would need around 90 kbps or at least 3 Mbps data plan to conduct calls effectively.

You should also check on the apps that you are using because there are certain applications that eat up a lot of your bandwidth like YouTube, Facebook and Dropbox. You should also check on the data usage of all the devices connected to your internet system, most especially if you’re using a wireless network that has a QoS.

Now that you’re able to look into the things you need to know before completely jumping in to the deal, what do you think about using a VoIP software for business? What benefits can this be able to give your business? Do you have any doubts in using this technology?

Let us help you get to understand more about the different software that are available today. There are tons for you to choose from. To get to know about the different business VoIP software and their rankings, rating and customer feedbacks, you can try and check CrowdReviews.com’s business VoIP software reviews. These are honest and straight to point reviews from verified VoIP customers.

Trevor Price

Trevor Price helps small businesses leverage mobile technology to reach their audience and extend their capabilities in delivery, information, and tracking.

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