Ultimate VoIP Advantages and Disadvantages

Posted on August 10, 2021 by Oak & Bluebird

Ultimate VoIP Advantages and Disadvantages

The "Goods" and "Bads" of VoIP

Voice over internet protocol (VoIP) lets you make voice calls over the internet instead of a regular landline or mobile network. This technology goes by many names. The list includes broadband phone service, broadband telephony, internet telephony and IP telephony.

The term "VoIP" may seem unfamiliar. But the chances are that you've made calls using this technology without knowing. Popular apps like Skype, Viber, LINE, FaceTime, WhatsApp and Facebook Messenger all use VoIP to facilitate voice calls.

There has been an upsurge in the popularity of VoIP technology in the last couple of years. That's because of its low cost, convenience and value-added benefits compared to regular phone service. VoIP gives users the ability to make video calls and other forms of digital communication. It's no wonder it's fast becoming the communications technology of choice.

The technology enables people to make and receive calls over the internet instead of using more traditional phone systems. The biggest advantage is the ability to make calls anywhere in the world, regardless of what phone systems are in place, or the quality of available phone signals. In this new world of coronavirus-related lockdowns and restrictions, such versatility advantage and ease of communications is more important than ever.

There are, however, disadvantages to using VoIP, as with any system of this kind. It's all about weighing these drawbacks up and comparing them to the benefits to decide whether it is the right system for your specific business or individual circumstances.

Different Types of VoIP

Generally, VoIP centres focus on digitally transmitting communications as data packets via the internet. There are several ways this process can occur. Each has its level of complexity that impacts the ease of deployment and maintenance. To help you determine the best fit for your business, let's take a close look at the different types of VoIP technology.

Integrated Access

They integrated access functions like traditional phone lines. The only difference is the smooth integration between the VoIP software and your phone system. Integrated access lets businesses enjoy superior communications features using existing legacy phone systems.

This reduces the total cost of implementation. Meaning, you do not have to buy new hardware. You get to keep your old equipment and phone number while enjoying access to VoIP's advanced telecommunications features.

Session Initial Protocol (SIP)

SIP trunks act as digital pathways for voice communication. They enable businesses to leverage existing phone hardware while enjoying the benefits of VoIP. SIP trunk flexibility allows for easy integration with private branch exchange (PBX) telephone systems and cloud technology.

This results in users increasing their communications flexibility. They can take advantage of shared lines by transmitting voice and video information across data networks. Since all communications data goes through a network, you can use SIP trunks as a replacement for analog phone networks. Or you can integrate your legacy phone systems with SIP trunking using a VoIP gateway.

This reduces the cost of implementing VoIP technology. That's because there's no need for physical phone lines and communications hardware. What also makes SIP trunks such an attractive option for business is its pay-as-you-go model. You only pay for minutes used, resulting in considerable cost savings on business communications.

Hosted IP Private Branch Exchange (PBX)

Hosted IP PBX is one of the more popular forms of VoIP technology. Vendors host and operate a private branch exchange. This enables them to offer unified communications solutions to businesses and individuals. To get access to the vendor's VoIP service, all you need to do is connect to the cloud-based PBX network through the vendor's IP network.

The vendor maintains all hardware needed for communications off-site. Also, the vendor takes care of hardware and software maintenance, upgrades and security. This removes the need for businesses to buy and deploy phone system hardware. It also reduces the cost of training and maintenance.

Hosted IP PBX vendors like 8x8 provide clients with access to a user-friendly control panel. This is where they can track and manage their phone systems. The panel usually comes with valuable add-on features such as auto attendants, call queueing, on-hold music or messaging and many more.

Managed IP PBX

This VoIP technology bears a lot of similarities with hosted IP PBX. A third-party provider manages and maintains a unified communications solution. But the business manages the phone hardware on-site. The PBX provider collects a monthly fee based on the number of phone lines to install, configure and update. The fee also includes the upgrade of needed equipment to facilitate VoIP communication.

After a thorough review of the different types of VoIP services, you can decide on the system that best suits your business needs. Managed IP PBX best fits businesses that are unable or unwilling to buy and operate on-premise VoIP systems themselves. Some enterprises want more control over their communications. If they have the wherewithal to install and manage the technology in-house, SIP trunks are a good fit.

The most suitable VoIP solution for small and medium businesses is the cloud-based hosted IP PBX system. This VoIP service frees you from the administrative headaches and cost of managing VoIP services on-premise. All you need to do is choose the hardware and software that works best for your use case. Then relegate the hassle of deploying and managing the underlying VoIP technology to your carrier.

Advantages of VoIP

Cost

This technology leads to greater financial savings. This happens because there exists only one network carrying the voice and data provided by only one supplier. If you have a broadband Internet connection (DSL or cable), you can make PC-to-PC phone calls anywhere in the world for free. If you wish to make a PC-to-phone connection, there's usually a charge for this but probably much cheaper than your regular phone service.

The first piece of good news when it comes to comparing VoIP advantages and disadvantages is the costs involved. Where data used to be very expensive in the early days of internet communications, the costs have plummeted as it became more and more ubiquitous. Once the system has been set up and installed, calls between two or more VoIP set-ups are free. There can be costs involved in calling between VoIP and a landline, but these are normally much lower than between two landlines.

Additionally, there is also no separate line rental that you would need to pay with a traditional phone, as the VoIP system links to your existing internet connection as part of your contract. You have one account and one bill for your internet services.

Some comparisons put the potential cost-savings you could achieve as high as more than half an existing landline or private branch exchange (PBX) phone system invoice.

Versatility

VoIP offers a great deal of flexibility. The only limit is your available bandwidth when it comes to the length and frequency of your calls. You can also add far more phones to the system to connect an entire business and its employees easily through a private internal phone network.

For organisations that need to stay connected, such as call centres and other businesses that speak to the public on a regular basis, having this flexibility is essential for ongoing financial viability, agility and growth.

The versatility continues when you come to consider office layouts and the physical expansion of your workforce. If they are all connected to a cloud-based VoIP system, they no longer need to be tied to a landline at a desk - remote working, hot-desking and operating from home suddenly become far more viable.

Quality of performance

As long as your internet connection so reliable and your bandwidth is decent, you can more or less guarantee high quality of sound and connectivity. It should be at least the same, but most likely better than the traditional telephony equivalent.

Gone are the days of long-distance calls sounding crackly or muffled - VoIP is not affected by the geographical distance between two people making a call when they are both using VoIP to do so. You can also make and receive multiple simultaneous calls without compromising on sound quality with VoIP.

The portability of VoIP also helps your own performance to improve - you can use the same number wherever you are to give clients essential continuity and reassurance, and you can rely on the fact that you can contact people exactly when you need to, no matter where you are or what the local provision is for telephone services. If your business changes location, even to a different country, you can keep the same number too.

Accessibility

As already mentioned, a huge benefit to installing VoIP for voice calls is its accessibility. You are no longer restricted geographically to where there is an existing phone signal. Distance and location make no difference to performance or cost, so long as both ends of the voice call have and are using an internet connection for the VoIP connection.

You don't have to arrange for extra copper wiring to be installed, or any of the rigmarole that can accompany expanding a PBX or landline phone set-up. All you need is a single Ethernet connection that links your business to the VoIP system.

To get started on a VoIP call, simply log into your broadband account, enter the number you need, and the conversation can begin. This ease of use and lack of complicated hardware also helps when you are travelling or based away from home and don't have easy access to a phone line.

Additional functionality

Many traditional or alternative telephony business models are built on upselling additional functionality to customers who are seeking a better experience with their voice calls. This can soon add up the costs of connectivity. Extras such as video conferencing, call forwarding, caller-ID services, call waiting, and three-way calling are all extremely useful for both small and large businesses but often come at a higher price.

VoIP also offers a whole raft of additional features like these in with the standard rate and call provision. You don't have to add everything at the start. You can pick and choose what features you will need and add more as you go on.

Making the system extremely scalable and an attractive proposition for businesses seeking to grow. It enables users to send data such as documents and images at the same time as speaking, making collaborative working at a distance much easier for everyone involved.

As coronavirus has brought remote and home working to the fore, these types of features will remain or paramount importance for a long time to come when it comes to staying in touch with employees, colleagues and clients around the world.

Disadvantages of VoIP

Everything that has an advantage has its disadvantages. VoIP telephony is not exempt from this rule.

Here are the downsides associated with the VoIP service you need to be aware of:

- Reliable Internet Connection Required

- Latency and Jitter

- No location tracking for emergency calls

Reliable Internet Connection Required

For starters, your VoIP service is only as good as your internet connection. If your network bandwidth is low, the service is bound to suffer.

VoIP doesn't use as much bandwidth as you might expect. It's essential that VoIP devices receive low latency on your network. Each device should have at least 100 kbps upload speed available. A good connection has less than 70ms ping and jitter, which measures the latency and stability of your internet connection.

The bandwidth your business needs will depend on the number of concurrent calls you plan on making. The best way to determine this is to run a bandwidth test on your current network.

Latency and Jitter

Aside from speed, there are other connection issues any internet-based technology can face: latency and jitter.

When communicating online each message (whether it be email, video, or audio) is broken into bits of data called "data packets." These packets are then reassembled at their intended destination to create the original message.

Latency and jitter are when these data packets either hit delays in transmission or get improperly re-assembled. These issues might not even be with your network; major internet backbones modify data routes to deliver traffic reliably, fastest path to a destination. These changes happen automatically with no involvement on your part.

Why latency and jitter occur

- Poor Internet connection - VoIP requires more bandwidth than regular web surfing. So, if you find your Internet speed wanting, it might be a good time to have an honest conversation with your ISP.

- Inadequate router - For VoIP service to run smoothly, it needs a specialized VoIP router. This is a router configured for packet prioritization so that it affords higher priority to voice traffic over data.

- Insufficient cables - Ethernet cables come in a range of categories or power levels. For VoIP, it's best to use a Cat-5e Ethernet cable or higher. Lower cables may not be able to operate at high enough speeds.

How to fix latency and jitter issues

- Enable jitter buffering

- Opt for high-speed Internet - Contact your internet provider about available bandwidth options.

- Upgrade ethernet cables - Use a CAT-5e or CAT-6 Ethernet cable on all VoIP devices.

Limited Location Tracking for Emergency Calls

Location tracking is the final con of VoIP. Because of VoIP's portability and accessibility, it's difficult for third parties to pinpoint where a call originates.

The calls come from an IP address with no GPS data or cell tower information to track. While 99% of callers don't need this information, this does create an issue for emergency services like 911. You'll need to communicate where you are in an emergency.

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What equipment is needed for VoIP?

Posted on August 10, 2021 by Oak & Bluebird

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What equipment is needed for VoIP?

What do you need for VoIP?

We have all heard about the Voice Over IP service (VoIP for short). This new technology permits the delivery of voice communications and various multimedia features over the Internet Protocol (hence the name). But not all of us are familiarised with the kind of equipment we will need if we decide to opt-out for such Service.

VoIP is very different technology when compared to your regular phone system because it relies on the Internet to make communication possible.

So, first things first, you will need an Internet connection, preferably a high-speed (or broadband) one, like DSL, T1 or regular cable service. A fibre link connection is the best there is, but it may get expensive, so cable broadband or T-1 Service is the best low-cost alternative.

Now, with the Internet connection taken care of, the next best thing is to ask your VoIP provider about the equipment. Some of them don't require anything special, except for a PC and a pair of headphones with a microphone (if you are using a softphone) or a handset and premise if you want. In other cases, you will have to use their special adapters that will allow a VoIP connection over your high-speed modem and they will let you use their Service.

To place or receive calls using Voice-over-IP technology, you need a hardware setup that will allow you to speak and listen. You might need simply a headset with your PC or a complete set of network equipment, including routers and phone adapters. We've prepared a list of the equipment that you typically require for VoIP, but you won't need everything we mention. What you need depends on what you use and how you use it.

If you're thinking about switching your business telephone service to Voice over Internet Protocol (VoIP, or phone service over the Internet), you might be wondering about the startup requirements. Will you need special hardware? What equipment will you need to make the switch?

There's no one-size-fits-all approach to setting up VoIP service. The primary need for any VoIP service is a high-speed Internet connection, which most companies already have in place. Typically, smaller businesses need only a minimal amount of additional equipment, especially for cloud-based VoIP, where the servers are located offsite. If your business requires a larger premises-based service (PBX), you may need more hardware, more servers and additional infrastructure. Let's look at a few of the more common scenarios.

Analog Telephone Adapters

An analog telephone adapter acts as a hardware interface between an analog PSTN telephone system and a digital VoIP line. You don't need an ATA if you are using PC-to-PC VoIP, but you will use it if you sign up for a monthly VoIP service to be deployed at home or in your office, and if you intend to use your existing phones.

Telephone Sets

The phone set is essential for VoIP - it's both an input and an output device. Several types of phones can be used with VoIP, depending on the circumstances, your needs, and your choice.

Although you can use an analog telephone designed for PSTN networks, you might find more value in a dedicated VoIP phone or even a non-hardware softphone app.

PC Handsets

Handsets resemble telephones, but they connect to your computer through USB or a sound card. They work together with a softphone allowing you to use VoIP more comfortably. They can also be plugged into an IP phone to allow many users to use the same phone.

These devices are rarer than they used to be; most people now either use a PC headset or an ATA with a desk phone to communicate using VoIP.

PC Headsets

A PC headset is a standard multimedia device that allows you to hear audio from your computer and input your voice by using a microphone. Check out our list of the best USB headsets and the best Bluetooth headsets to help you pick the right device for you.

Basic Cloud-Based VoIP

If you're a small company looking to run VoIP off your existing Internet service, a simple cloud-based service will usually do the trick. You'll only need to purchase VoIP-enabled telephone handsets (to match the number of desks in your office), along with an appropriate number of VoIP routers. If you have existing phones, you may be able to keep them in Service by using analog telephone adapters (ATAs) to connect them to your VoIP service. If your company uses mobile phones, you can even configure virtual phone numbers to forward calls to them, skipping the handset entirely if you wish.

Softphone Software

Some businesses prefer to dispense with conventional phones entirely: They are running their VoIP service directly from their computers or mobile devices by way of a "softphone" app-a virtual telephone on their computer. For these configurations, you'd want to obtain an appropriate number of microphone/headset combinations to use in conjunction with the software.

Premises-Based (PBX) Service

For companies requiring a lot of telephone access, a cloud-based service might take up too much bandwidth for your Internet service to support. In such cases, we recommend installing a PBX VoIP service that runs from servers placed on premises-not entirely unlike setting up a conventional wired office phone system. If you have an existing LAN-server infrastructure, your VoIP service may be integrated into your current hardware.

When you're ready to make the switch to VoIP, Ok can provide a free evaluation to help you determine the configuration best suited to your needs.

Many users may have been led to believe that voice over Internet Protocol (VoIP) requires expensive and complicated equipment with phonetically dissonant names. In reality, this assessment could not be farther from the truth. While users will need the right equipment to take advantage of the full host of services and features of VoIP, the Service is completely scalable-meaning the system is able to grow or shrink to meet users' demands. Though there is a lot of hardware available, users don't typically need most of it. In response to the volume of products available versus the essential equipment needed, we have assembled the basic prerequisites needed for VoIP service.

The best place to start is with the basics- users can need as little as one item (aside from the Service), a phone. VoIP users typically need a phone for most functionality. Many providers offer a virtual number service, which forwards calls to your phone (typically a mobile phone). Additionally, these services establish a number and voicemail that are separate from your number. In doing this, users are also fitted with a number of features (exclusive to VoIP) such as auto attendant and voicemail transcription. In terms of appearance, these services can have a very positive effect on a users company. For example, a small business that utilises VoIP service is able to appear as a much larger organisation. Along with size, VoIP also fits companies with professionalism through its use of features and standardised operations.

As stated above, a service plan is the only necessity other than a phone. As the industry continues to experience substantial growth, more and more providers will appear. While each provider offers different pricing and different plans, users should always be aware of the basic needs of service, i.e. reliability, quality, features, pricing, accessibility, and customer support. Each of these will range from provider to provider (usually based on pricing and plan); however, each of these is essential to the operating of VoIP services.

While phone and Service can be considered core-essentials, the level of involvement dictates the need for additional hardware. For example, a residential user may only need a pc, softphone software, and a headset to make and receive VoIP calls (over the computer); however, a small business may need more. The majority of offices need only three things to get VoIP-an IP phone, a working high-speed internet connection, and a subscription to a business VoIP provider-because VoIP piggybacks on to an user's existing infrastructure. Therefore, assuming that users have the basic tools for business (i.e. electricity), they don't need more to start making VoIP calls. This holds for basic use of VoIP, but extended use may require more equipment. For example, users that sign up for a VoIP service deployed at home or in the office that uses the existing phones will need ATAs or Analog Telephone Adapters. These adapters act as an interface between an analog PSTN phone and a digital VoIP line.

As stated above, VoIP calls can be made with a computer using softphone software (separate from a phone). In pursuing this option, users will need a headset, or a microphone and set of speakers. Aside from these options, users can opt to use a webcam (as may have been done already with Skype, Yahoo, or another client); however, now the same network used to make video conferences is used to make calls. Therefore, with this method, users can make video conferences as well as calls. While this may sound underwhelming, it should be noted that VoIP video conferences have a higher picture and sound quality than they did in the past due to better encoding technology and higher bandwidth availability.

Additionally, VoIP video and audio conference calling makes it easy to distinguish who is speaking, which makes it easier on your ears and eyes to follow the action. Though conference calls allow users to have a number of different people communicate, each has to be using their phone, or you can buy an IP conference phone. Cosmetically, an IP conference phone looks very different from a regular phone. It lays flat on a table and has speakers and microphones that point in three different directions. The microphones pick up the different voices, and software inside makes it sound like it's coming from the proper direction, rather than have it sound flat. Conference IP phones also plug into Ethernet cables; however, some have wireless options.

In determining equipment needed, users need to know their intended use. As stated above, use dictates the need. Another example of this can be seen in users using an app on their smartphone or tablet device. This method of VoIP use sends the users voice over their device's data or Wi-Fi connection instead of using cellular technology, allowing users to save minutes, as well as access to features including reading e-faxes and use the features of your VoIP provider's web portal. In addition to this, mobile apps fit users with all the features and benefits of the virtual number service(s) previously mentioned.

In order to realise VoIP on the grandest scale, users can utilise immersive telepresence with giant screens and specially-placed speakers and microphones. With this level of use, users feel as if they are communicating with one another in person. With an advanced level of quality, these systems are very expensive and generally require a large amount of bandwidth. All VoIP service requires a high-speed internet connection; however, bandwidth is an expansion on this. Bandwidth is the amount of data that can be transmitted at once. Users will need plenty of this to ensure the quality of their Service. A lack can result in latency effects like echo, as well as dropped calls.

The equipment needs/requirements of VoIP users span the full spectrum of little and cheap to large and expensive. Ultimately, the user's intended use of Service constitutes requirements; therefore, a prospective user must know what they are looking for in a service. Aside from the fluctuation of needs, users will require an internet connection, a phone or a computer, and a service to utilise VoIP. While there are an increasing amount of service options, there are just as many hardware options. Despite VoIP's conception as a complex and needy industry, actual requirements are very limited.

The Most Common Devices Used in Voice Over IP Services

- ATA or Analog Telephone Adapters, these are used as the hardware interface between your "old school" analog PSTN telephone connection and the "high tech" VoIP line. This will be necessary only if you choose a monthly Voice over IP service, in the regular "PC to PC" VoIP you don't need the ATA.

- Handset - The VoIP telephone sets may be required, depending on the type of service you have chosen. They are the hardware interface between you and the Service.

- VoIP Routers are key elements which enable you to connect to the Internet. You will need an ADSL router if you're using a broadband connection, in your home or at your place of business.

- PC Handsets look like regular telephones, but they are connected to your PC via USB ports or via your sound card. They are delivered with dedicated software which makes it easier for you to use the VoIP service.

- PC Headsets are a pair of headphones with a microphone; this piece of hardware will enable you to receive audio input via the VoIP service and also to transmit your voice, via the microphone.

- Data Switch, you will need a data switch which has Quality of Service (QoS) and Virtual LAN capabilities. This is very important to ensure you have a quality VOIP service experience.

Based on your needs, you don't have to be freaked out by these technicalities. Working with a qualified Installation partner will lead the way and ensure your VOIP Service experience is an excellent one.

Having a consistently reliable means of business communication with your customers is always assured, utilising our best-in-class VoIP phone systems and VoIP Services.

Necessary VoIP equipment can be extremely limited, allowing users willing to reap the benefits of voice over IP such as cheaper calls, mobile office, media blending to do so with a simple installation.

For a typical home-use installation, a router may or may not be needed. VoIP equipment consists of an IP phone or a traditional phone with an ATA adapter. A third option is a softphone, a program turning PCs into phones. A headset will be almost compulsory to keep conversations private.

An enterprise network requires additional components to this basic VoIP equipment. An Internet protocol private branch exchange (IP PBX) system consists of phones, a PBX server, a gateway, and several lines. The server is a computer, with or without a user interface, display and commands, and a large rack of switches to connect the wires. A "Quality of Service" modem can be added to set up priority rules so that the system and connection will always keep more bandwidth for VoIP calls, instead of prioritising other sources of data transfers within the company network.

The need for all this VoIP equipment is eliminated with hosted IP PBX systems. With these systems, users have to connect their phones to the Internet, and the service provider will deploy all private telephone network features through the Internet and web-based applications and programs allowing users to set up their installation fully.

What all these installations need is a fast and reliable internet connection. Although most users will rely on the public Internet to connect their VoIP equipment, some service providers assign privatised channels through their Sip trunks.

Although additional equipment is often required to be purchased when upgrading to a VoIP solution, the overall benefits typically far outweigh this cost. Businesses should evaluate the annual cost savings that such a solution can offer while considering any upfront equipment expenses. In most cases, the overall cost savings and productivity increases that VoIP provides will easily justify any potential equipment upgrades.

What are the pros and cons of using VoIP?

Posted on August 10, 2021 by Oak & Bluebird

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What are the pros and cons of using VoIP?

The "goods" and "bad" of VoIP

There's no doubt that technology has radically changed our lives over the past few decades. Nowhere is this truer than in the area of telephones. Not so long ago, the only way you could make a phone call from home was by using a phone that was hardwired into your wall and allowed you to move away from it while talking only as far as its coiled cord would stretch. All that has changed. Now you likely use a cellphone that lets you talk or text on it anywhere in your home, your office, even unfortunately in your car. But are you getting the best value on your current cell phone? Should you switch to business VoIP telephone systems?

VoIP is an acronym that stands for Voice over Internet Protocol. What this means is that phone calls you make or receive on a VoIP phone rely on the Internet to convert your voice and that of the person(s) with whom you're speaking into little data packets that go back and forth over the Internet before being converted back to voice by your phone. This makes for faster transmission of both voice and data while probably saving you considerable money in the process.

VoIP services have been taking the business world by storm recently. Businesses are finding that utilizing VoIP technology enables them to save time and money while also improving the overall efficiency of their phone system and staff. Besides, single users are also finding them to be an effective and affordable option.

There are, however, also some disadvantages when it comes to using VoIP phone services. The purpose of this article is to provide you with a deeper look into the many pros and cons of VoIP. Let's take a look at what they are.

What is VoIP, and how does it work?

VoIP is short for Voice over Internet Protocol. It is a technology that allows you to make calls using the Internet, rather than a regular phone line. VoIP is also commonly referred to as internet telephony, IP telephony or Voice over IP.

VoIP works by converting analogue voice calls into digital data that travels over the public Internet or a private internet protocol (IP) network. Using VoIP, you can make phone calls over the Internet to landlines, mobile phones and even computer-to-computer anywhere in the world where an internet connection is available.

As well as audio calls, you can use VoIP for services such as video calls, instant messaging and file sharing. Many VoIP ap

What is a VoIP phone?

A VoIP phone is a telephone system that uses the Internet to complete the phone call. Delivery can either be complete via the Internet, such as phone calls from one VoIP customer to another (especially in the case of two customers using the same service) or handed off to the traditional phone system at some point, like calls to landline or cellular numbers from a VoIP phone.

Voice Over Internet Protocol Technology

What does VoIP stand for? VoIP stands for Voice over Internet Protocol, and its name describes what happens in the process of placing a VoIP call. While you may still use a traditional phone in the VoIP calling process, your voice is transmitted from the phone to some device that digitizes it to be sent as a data packet over the Internet.

Typically at some point, the data packet is reconverted into a protocol transmittable over the regular telephone line to complete the call. A VoIP call may not start over a regular telephone; it may instead start within an app on a smartphone, a program on your computer or a special VoIP phone. In that last case, your voice is captured digitally instantaneously.

VoIP Requirements

You'll need a special adapter to connect to your phone or a special VoIP phone to place a VoIP call. The adapter may connect to your computer, directly to the Internet via your router or both. Placing calls directly from your computer or a mobile device requires the installation of your provider's specific application.

Using Your VoIP Phone

You can use your VoIP phone in most cases to call just as you had with a traditional phone. There are some differences in how you might be billed, however. While your traditional phone service provider may charge you extra above your monthly service charge to call outside your local area, most VoIP providers give you free or deeply discounted calling within your home country (and sometimes elsewhere) and to numbers also using your VoIP provider's service.

International calling is also typically possible, and at rates that are a fraction of your traditional telephone providers. For either domestic or international numbers, you'll hear a dial tone when dialling, and dialling the phone number itself is no different.

Emergency Calls Through VoIP

Early critics of VoIP pointed to the issues the service had when it came to making emergency calls. This was because, before 2005, there were no regulations on how VoIP calls should be handled. Now, you'll be asked to enter emergency contact, and home address information to ensure this information is transferred to the 911 call centre in the event of an emergency - so in most cases, emergency calls are not an issue.

Keep in mind that if you're travelling with your VoIP phone, you'll need to update this information to ensure the right address is transferred to the call centre. In the event of a power or Internet outage, be aware that your 911 service will not work unless it has a backup battery source, such as a UPS or generator.

VoIP is a great option for just about everyone, with an attractive list of features and a price that's hard to beat. That said, we wouldn't be telling the truth if we claimed that a VoIP phone system isn't without its own set of drawbacks. In this article, we'll take a look at both the advantages and disadvantages of VoIP so you can make the best decision based on your own needs.

Different Types of VoIP

Generally, VoIP centres focus on digitally transmitting communications as data packets via the Internet. There are several ways this process can occur. Each has its level of complexity that impacts the ease of deployment and maintenance. To help you determine the best fit for your business, let's take a close look at the different types of VoIP technology.

Integrated Access

Integrated access functions like traditional phone lines. The only difference is the smooth integration between the VoIP software and your phone system. Integrated access lets businesses enjoy superior communications features using existing legacy phone systems.

This reduces the total cost of implementation. Meaning, you do not have to buy new hardware. You get to keep your old equipment and phone number while enjoying access to VoIP's advanced telecommunications features.

Session Initial Protocol (SIP)

SIP trunks act as digital pathways for voice communication. They enable businesses to leverage existing phone hardware while enjoying the benefits of VoIP. SIP trunk flexibility allows for easy integration with private branch exchange (PBX) telephone systems and cloud technology.

This results in users increasing their communications flexibility. They can take advantage of shared lines by transmitting voice and video information across data networks. Since all communications data goes through a network, you can use SIP trunks as a replacement for analog phone networks. Or you can integrate your legacy phone systems with SIP trunking using a VoIP gateway.

Hosted IP Private Branch Exchange (PBX)

Hosted IP PBX is one of the more popular forms of VoIP technology. Vendors host and operate a private branch exchange. This enables them to offer unified communications solutions to businesses and individuals. To get access to the vendor's VoIP service, all you need to do is connect to the cloud-based PBX network through the vendor's IP network.

Managed IP PBX

This VoIP technology bears a lot of similarities with hosted IP PBX. A third-party provider manages and maintains a unified communications solution. But the business manages the phone hardware on-site. The PBX provider collects a monthly fee based on the number of phone lines to install, configure and update. The fee also includes the upgrade of needed equipment to facilitate VoIP communication.

Let's take a close look at some VoIP advantages and disadvantages to see if it's a good fit for your business needs.

Advantages

Cost

The initial setup and ongoing costs are generally less for operating a VoIP system than a more traditional phone system. As VoIP works off your internet connection, there is no need for a traditional phone line. This means that you only need to deal with one account, one bill, for both the Internet and phone.

Calls from PC to PC over the Internet are free. Calls from PC to landline usually have a cost attached, but the rates are significantly less than with a traditional phone line.

Accessibility

A VoIP phone system is distinctly different from a traditional phone system. Distance or location makes no difference to a VoIP system, whether you are calling your head office on the other side of the country or making a call to the other side of the world. As long as you both have an internet connection, communication is possible.

All that is necessary is that you sign in to your broadband account. If you are frequently on the road, or away from the office but wish to remain connected, you can do so at a minimal cost. VoIP is much more convenient than a traditional phone line.

Flexibility

Unlike a PBX (Private Box Exchange), a VoIP network has a great deal of flexibility. With a private, internal phone network, you are limited to how many phones can be added to the system by the number of lines available within the system. With a VoIP network, you are limited only by bandwidth, so thousands of connections can conceivably be made.

Voice Quality

If you have a reliable internet connection with good bandwidth, you should experience voice quality that is the equal of, if not better than, a traditional phone connection. If you are in a rural area without a strong connection, your qualities will suffer.

Extra /Less Expensive Features

Traditional phone services have a selection of extra features for which you usually pay more. VoIP is different. It comes with a wide selection of extra features like call forwarding, call waiting, voicemail, caller ID, three-way calling and more. You can also send data like documents and pictures while you are engaging in conversation.

VoIP also has the advantage of allowing you, your staff, and your clients to hold video conversations, access and exchange data files, and more, while the conversation is ongoing. This allows for more integrated and flexible meetings that can seamlessly include people from multiple office locations throughout the world.

Disadvantages

Internet Connection A Must

You cannot operate a VoIP phone system unless you have a reliable internet connection with sufficient bandwidth.

Power Outages/Emergencies

If you operate a VoIP network and the power goes out, you no longer have an internet connection, so you no longer have access to your phone system. While this may be a minor irritation if it happens rarely and the outage is short, it can be a major headache if your power is out for a longer period.

Emergency services can find it difficult to trace calls to a VoIP system.

For these two reasons, many businesses will maintain at least one traditional phone line in order to maintain communications in power outages and emergencies.

Latency

Due to bandwidth requirements, some calls may appear to lag, delay, or disappear altogether. This is because the packets of information need time to reassemble in order for an effective call to be made. This problem is becoming less of an issue as newer, more sophisticated data algorithms come into use.

How a VoIP Call Is Placed

There are three common ways a VoIP call is initiated.

ATA

Short for analog telephone adapter, an ATA is one of the most common ways to connect to a VoIP network. Here, a traditional telephone is connected to a device. What the ATA does is take the analog voice signal created by your telephone and convert it into digital packets that are sent over the Internet, much like an email or software download.

IP (or VoIP) Phones

You can think of an IP phone as a phone with the technology to digitize your voice built right into the device itself. No conversion is needed because the process is done right away, and these either connect to the VoIP service directly through your router or a Wi-Fi connection. The IP phone doesn't need to be a traditional phone; there are software-based systems that place calls, like ones you'll find in computer and portable device applications.

Computer to Computer

The final type of VoIP call requires no traditional phone service to place the call. Skype is a good example. The call is placed through software, and the data packets are transmitted to the person you're calling directly through the VoIP service's servers.

How a VoIP Call Is Routed

To understand how VoIP works, we first need to understand how traditional phone calls work.

With a traditional phone call, when you pick up the receiver, you'll hear that familiar dial tone. In technical terms, that dial tone is an auditory confirmation that you have opened up an electric circuit to the telephone exchange, which is the central location where calls are routed. When you dial the number, the exchange opens up an electric circuit to the receiving phone, which makes it ring. When the person you're calling picks up the phone, the circuit is opened, and voice is transmitted across this open circuit.

VoIP calls work differently. The Internet serves as your exchange, and picking up your receiver will only start the process of sending data packets to the VoIP server. You still hear a dial tone, but this is now a confirmation that you have a connection to the VoIP server.

This VoIP server then tries to locate the person you're trying to call. If it is another VoIP number, the VoIP server may direct the call completely over the Internet. If it finds it's a traditional number, it will take the necessary steps to create that electric circuit like two traditional phones to route the call successfully.

The list of pros almost overwhelmingly outweighs the list of cons - the benefits of using VoIP are numerous. To significantly reduce telephone charges by switching to VoIP makes perfect business sense.

While there are several advantages to VoIP technology, there are also some issues that you should be aware of when investing in the system. Getting used to the technology can take a bit of time, but overall it is a convenient, quality option that can save you quite a bit of money over the long term.

Benefits of a VOIP Telephone System

Posted on November 5, 2020 by Oak & Bluebird

How can you benefit from a VOIP Business Telephone System?

Any business with a concern about efficient and cost-effective solutions for telecommunications has likely been informed that (VoIP) business telephone systems are the best choice in today's Internet-driven society. As best as anyone can tell at first glance, it seems like VoIP services are answering many, if not all, of the primary communication needs companies to require from telephone systems.

However, it doesn't take long to run into conflicting advice. At Ok, we are often asked to clarify confusion about VoIP telephone systems that arise from this. People want to know if VoIP communication solutions are as useful as they claim to be.

The analog voice calls are converted into packets of data, which travel over the public Internet or a private IP network. A private IP network is chosen over public internet connections when stronger security is needed or wanted. This technology can be used to make or receive calls via landlines, cell phones, or from computer to computer. For businesses purposes, a VoIP provider provides fully-fledged VoIP systems that, unlike Skype, do not rely solely on a computer or mobile interface, supporting desk phones and enterprise applications.

VoIP can help a business' bottom-line, mobility, and productivity. Instead of a company having to manage two networks (one phone network and one internet network), they can streamline and save money by only having one. This allows them to easily add, move or change phone extensions and locations. VoIP is also very mobile. Many hosted VoIP providers offer mobile apps that let you use your data connection to make and receive calls at home or on the road.

Low Cost-Per-Call

As part of the name suggests, a VoIP telephone system utilizes Internet Protocol to make calls. Instead of using telephone lines, all communication data is turned into packets and sent over the IP network. The IP network your business uses could be your Internet connection, a direct IP connection to your telephone service provider or a combination of both. The important part of the IP connection is that there is a guaranteed quality of service (QoS) from your telephone service provider's network to your office network. Note that if you are using the Internet to connect to your telephone service provider, QoS is not possible.

Placing calls over traditional phone lines means that a line is taken up by the two callers using it to communicate. Since there are only so many lines that can be installed, calls placed over landlines, especially if they are long-distance, are expensive. But using the Internet to relay call data circumvents this problem, making domestic and long-distance calls cheaper overall.

In fact, businesses that use VoIP are often given the ability to make domestic and domestic long distance calls for free.

Service Mobility

If your business is on-the-go, VoIP services can be a tremendous benefit to you because they will follow you wherever you go.

On a traditional phone system, a line that runs to a home or business is assigned its own phone number. Any movement that takes place then becomes a trial of remembering the right codes or keys to dial on your phone. A lot of time can then be wasted by contacting phone companies to transfer services and phone numbers to new locations.

With a VoIP phone system, all of this is eliminated. There are no physical limitations. You have the freedom to move as your business demands without any added stress.

Versatility of Features

Using VoIP phone systems allows you to multi-task with the most tech-savvy devices, allowing you to be the most productive you can be.

Suppose you are on a call within a queue. While you are waiting, you can strategize your approach to client calls you have missed as you read voicemail-to-text transcriptions that are sent directly to your email inbox.

In another case, you can forward messages and voicemail easily. If you receive an important message in a voicemail, you can forward that voicemail to three other people at the click of a mouse.

These features and many more useful ones are available with VoIP phone systems. And because the service always goes with you, the features you find helpful can be added or subtracted with ease. In short, VoIP telephone systems grow with your business.

Simple Conference Calls

The features just mentioned are not all that's made easy by VoIP. Since all calls use a converged data network instead of dedicated phone lines, creating and participating in conference calls are made much easier.

It's possible to take part in conference calls if your business uses a traditional phone system, but what you will find is that you will have to pay for an additional service to host multiple callers for a conference. These services are native to many VoIP phone systems. Instead of paying for something extra, you can take advantage of the ability to make conference calls as an added benefit to the service you already pay for.

Not only that, but VoIP services make video conferences much easier as well. Of course, these sorts of conferences are usually special cases, but face-to-face interaction with colleagues and clients, while business personnel are out of the office, is much more manageable with VoIP phone systems.

Efficient Client Interaction

In today's global economy, businesses can be located anywhere. This often means that meetings require travel. Even so, with a VoIP service, there is no reason to lose the ability to conduct important calls or to fail to forward essential documents.

With a VoIP phone system, you can choose where your calls ring and how. For instance, you might select the first few rings to be forwarded to your office. If you don't answer the call, it will then be transmitted to a second or third device, say, mobile phone or laptop. Quite simply, calls don't need to be missed anymore if they are urgent.

Important documents that need to be forwarded no longer have to wait either. Using VoIP, business associates can e-fax their documents instead of waiting a day (or several) to get to a fax machine.

Reliable in a Pinch

A common worry that surfaces about VoIP is the fact that if the Internet stops working, so does the ability to make calls. This doesn't have to occur under the right circumstances. The truth is that call-forwarding, like other features in VoIP phone systems, is incredibly flexible.

The capability to choose where your calls are forwarded, and how, means that you also don't have to lose productivity because of local power outages or weather-related events. If the office phone can't be answered, your mobile device or laptop can.

How companies can benefit from small business VoIP service

Business VoIP systems are clearly becoming the go-to communications solution for smaller companies.

Choosing the best VoIP for small business can go a long way towards making your enterprise more competitive in an economy where every company, big or small, needs every edge it can get. Ok uses the latest in cloud technology to provide subscribers with a powerful phone solution that not only addresses your office communication needs, but also gives you advantages over your competition.

What used to be an alternative to expensive on-premise phone systems is now the go-to communications suite of organizations of all sizes. It doesn't matter if they're running a fledgling company with a handful of employees or an established corporate enterprise with its own call centre.

Upgrading to Business-Class VoIP

The products and services in this review roundup are focused on business use, and because of this either provide some PBX features or serve as full-on virtual PBXes. This may mean, among other things, that they provide service to telephone sets on your employees' desks. Most also support electronic faxing in some fashion, either directly (which can be a significant challenge for some VoIP services) or by simply integrating incoming fax with your email system. Other popular features are video conferencing and shared meeting software (so meeting attendees not only hear each other but can present presentations or documents in a shared workspace).

Some form of call centre capability is often available, though many times either as a different product version or simply a higher pricing tier, so be careful before you assume you'll be getting those features. These capabilities are meant to support large sales or service desk staff and their need to route and process a relatively large number of incoming customer or user calls. That means complex menu trees, an auto-attendant for routing, and service queues. You'll probably find you need interactive voice response (IVR) capabilities, and that should be backed up by support for a live operator or some other type of human intervention.

On the higher end of this space, hosted PBX providers will generally offer (sometimes even require) on-premises handset hardware, like a desk or cordless VoIP phones that get sent to you pre-configured to work with their service. Plug the phones in, make sure they see an internet connection, and after some self-configuration time, your VoIP service goes live auto-magically.

That situation is for fairly pristine network and business conditions, however. Companies with legacy equipment or unique business needs may need a hybrid PBX, in which a portion of the voice network remains in the analog world, while the rest is converted to cloud-based VoIP. This could happen if you occupy an older building without the necessary Ethernet infrastructure to support VoIP or if you had custom software built a long time ago that simply isn't compatible with newer phone technologies.

For SMBs, the most commonly important features you should be considering include:

- Interactive capabilities

- Call queuing

- Advertising

- Extension assignments,

- Call recording

- Voicemail to email transcription

One of the most exciting and clear differences between a cloud PBX provider and a standard telephone system is software. Your IT staff will find a host of new software tools to help monitor and manage the system. But what catches most business operators' eyes are two key capabilities that software provides: back-end integration and softphones. The latter is exactly what the name implies, a phone that's rendered entirely in software allowing any compatible device to become a phone as long as it has an internet connection, a speaker, and a microphone.

Back-end integration with custom and third-party apps, like CRM systems, also open a whole new world for your calling data because now it can extend the phone system beyond just basic voice communication. Such integrations allows users to transfer calls to and from their mobile phone, place and receive calls from their personal phone (that appear to be coming from the business), and interact with colleagues and customers via voice and text -- all from a variety of devices. But it also allows recording and analysis of call data to measure things like customer satisfaction, understand your sales audience at a new level, and even handle customer requests and problems automatically without the customer ever being aware they never spoke to a human.

Future-Proofing VoIP

With integration being at the heart of VoIP and UCaaS, you can't make a purchasing decision here without thinking about the future. On one side, think about what you'll need in 1-5 years. On the other side, consider each vendor carefully to see what they've done over the last half decade in terms of product development and keeping up with VoIP and UCaaS trends.

It's also critical that you consider the impact of mergers and acquisitions on your phone system, both from your own organization's perspective as well as your VoIP provider. Because VoIP systems turn calls into data, the whole process isn't as plug-and-play standards-based as the old-fashioned analog phone system might have been. Should your company merge with or purchase another, VoIP compatibility will become another significant IT issue.

On the phone providers' side, since this review roundup was first published, some of the products listed here now belong to other companies and some have merged into new products. If you're planning to depend on your phone system over the course of the next decade, then you should consider a vendor that's stable enough to still be around when it's time to upgrade.