Managed services companies like Alliance IT provide many services you may not have considered – and in some cases, you may not completely understand. Just because a technology is standard in the industry does not mean that the accountants, doctors, or lawyers understand entirely what it is and how it can benefit them. Therefore, in that spirit, our IT professionals occasionally provide basic tutorials on what these technologies are and how they benefit your organization. This article will discuss Voice over IP (VoIP) phone systems.
What is a VoIP Phone?
The term “VoIP phone” refers to any phone that transmits or receives calls utilizing the internet. Instead of a traditional copper wire phone providing telephone service, the VoIP phone allows increased flexibility and connectivity. There are two primary differences between VoIP phones and standard telephones. The first is that a VoIP phone functions regardless of where the user is – as long as the internet is available. The second notable difference is that the user technically doesn’t even need a physical phone to make or receive calls – they can do so utilizing their computer or device.
How Does a VoIP Phone Work?
Before the advent of VoIP phones, businesses connected most telephones to an on-site PBX or Private Branch Exchange. The machine would route each call and deliver it to its destination. Since VoIP phones process calls from the internet, utilizing the cloud, the technology uses your existing computer network cabling or WiFi, not a cumbersome PBX. Because of VoIP, wires are no longer needed. This system can significantly improve your business productivity and streamline your operations. Some key benefits include:
- Easy to set up and install
- Phone numbers can follow employees, no changes needed
- The systems are easy to scale
- VoIP offers broad availability and affordable implementation
- The system easily integrates with other applications, such as Microsoft Teams
- It is available on a wide range of devices
- Intuitive installation on existing internet connections
- Phones can connect to user accounts or to specific phone numbers
- VoIP phones permit switching between simultaneous calls on a given account
- VoIP provides advanced voicemail functionality
- The phones produce a higher quality audio range
- They can utilize PoE (power over ethernet) instead of a traditional power adapter – minimizing the need for power strips
VoIP Hard Phones and Softphones
Hard phones are similar to traditional phones. They reside on your desk or in the middle of a conference table. They are most often used for direct calls, conference calls, and retrieving voice mails while in the office. They provide communication via handsets, headsets, Bluetooth, and speakerphones.
VoIP softphones are virtual phones that operate on a device (tablet, smartphone, or laptop) utilizing an app. They work in the same way as a hard phone – and provide the same features – with the difference being calls are made from the app.
Phone Setup and Installation
VoIP phones connect via 8-pin RJ-45 jacks, not the RJ-11 jacks utilized for traditional telephones.
While the jacks look similar, they operate in different ways. The RJ-11 was developed to connect analog phones, while the RJ-45 connects networks. Most VoIP phones require only a network connection or router, and more recent models do not require cables at all – connecting to the company network simply through WiFi.
While VoIP provides a versatile solution, it may seem a bit foreign to those unfamiliar with the technologies. If your small business is looking for ways to increase productivity and lower costs while your company grows, installing a VoIP phone system may be an ideal solution. Call Alliance IT today for more information.
