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VOIP Guide

In a nutshell, VOIP allows users to make a phone call over the Internet. VOIP is also sometimes referred to as IP Telephony or Internet Telephony. Over the years, this technology has evolved and now does not necessarily require a hand set. You can make calls using a headset with a microphone.

VOIP is very popular among personal users and business owners mainly because you can either call for very little charge or totally free. You can talk to anyone anywhere in the world using this system.

Aside from the typical headset, you can also use your mobile phone or your home phone to make a call. You can conduct a business phone call at home, in the office, while out of town, overseas, basically anywhere that has a good Internet connection. Yes, a good Internet connection is vital in this type of phone system.

Among all the business phone systems available, VOIP uses the highest technology. It uses Internet Protocol to transmit your spoken words over the Internet. There are a lot of VOIP platforms available and the most popular example is Skype. We offer a quote compare service simply fill out the form above to find the best solution for you.

Why Use VOIP?

The primary reason why people and businesses are switching to VOIP is cost. Talk is really cheap over VOIP. Most of the time even for free. With a regular phone line, you get billed per minute of your conversation. With VOIP, you can go on and on without worrying about the cost. This is the reason why VOIP is very popular among call centers. You can slash up to 90% of your phone bill with the use of a VOIP; the hardware and software is also much more affordable than a regular phone system.

But, how is this possible?

VOIP utilizes digital technology or IP technology that treats clients in the same network as “local”. Whether you are in Japan and the other person is New York, you are both “local” when logged into the same network and can thus make calls at local rates. Another reason why people are able to enjoy such low rates with the data infrastructure is that most of it, whether fibre optic or copper wire, is relatively new.  Providers are not faced with the costs associated with aging infrastructure and they are able to pass cost savings on to their clients. That is why it is possible for your VOIP business telephone system provider to offer you “frills” like Caller ID, Voicemail, voicemail to email or “follow me roaming” to your business for free. It costs them almost nothing.

Another reason is virtual office. People are starting to understand the advantages of working remotely from the office. Working from home, for example, takes out the stress of commuting. With VOIP, employees can take their office wherever they go and choose to work wherever they want as long as there is an Internet connection.

Connect from anywhere? Take this scenario as an example. A whole team is communicating about a very important business opportunity. One staff is back in the office in UK, another is on location in Egypt, another one is on a business trip in Hong Kong. They need to call the boss who is on vacation in the Bahamas. Two minutes later, the boss joins in on the conversation. So this makes it the perfect solution to connect remote workers.

Previously considered a communication function for big business, VOIP Business Telephone system is now deployed across board with providers designing tailor made packages to meet diverse business requirements. According to a McKinsey Research in 2006, some 53% of corporate CIOs planned to increase capital expenditures aimed at upgrading their organization’s technological infrastructure and improving business processes. One of those technologies on their sights was VOIP Business Telephone System.

Reach Out and Touch Someone with VOIP Business telephone system

One of the major advantages that many businesses are realizing with a hosted VOIP business telephone system is the ease with which they can transport staff from one location to another within and without the business premises without interrupting their use of the IP phone. Once the system has been deployed in the workplace, and the employees are plugged in, moving from one location to another is just a matter of unplugging the VOIP phone and plugging it in a new location. This is perfect for businesses with multiple offices in many locations or those with employees who travel a lot.

Working from home as if in an office

The versatility and mobility of the VOIP business telephone system implies that you can carry some work with you home and callers will be unable tell whether you are at home or at work. Several features built into hosted PBX make this possible. You can for example program the VOIP phone to forward all calls within a specified period to your home phone number allowing you to receive calls meant for your workplace directly at home.

A second option can involve businesses buying “virtual numbers” that have area codes of other regions including states, cities, or even countries. For example, if you are based in Maine, you may buy a Florida number at a small monthly fee and utilize it to contact clients in FL. They will get the impression that you are calling from your FL office and you still pay local rates for calls within Maine, thanks to your pre-programmed Maine number.

Seamless Integration with Data Technologies

Some of the more beautiful features of the VOIP business telephone system can be realized if you integrate it with your data infrastructure. This allows the integration of many data features with the VOIP application. Features such as “Click and Call” can allow clients to get in touch with the click of button. You may also integrate features such as video conferencing, call screening and credit card authorizations thanks to you VOIP business telephone system. The amount of features that can be implemented with this on your data infrastructure is only limited by your imagination. Some providers will design unique applications tailored to your business requirements at a small fee.

Unifying all your communications functions

VOIP business telephone system streamlines many communication processes enabling businesses to unify all the communication features in use. Through Outlook and VOIP, staff can easily search contacts and call; they can forward Voicemail to emails, hold teleconferences, and much more. This centralization of all communication functions helps businesses realize a great boost in productivity.

There is no perfect formula for buying a business telephone system. Each business is unique. It has its own needs and requirements. Its clients are different from one another and its employees too. The employees also have different requirements and skill levels. All these things should come into consideration when you are looking for a business telephone system.

To make it easier for you, here is a checklist to get you started.

How many calls do you currently make?
How many calls do you currently receive?
How will this change in the next 6 months? 1 year? 2 years?
How will you use the new system? Sending, receiving calls, conferencing, etc.
How are you using your old system? Sending, receiving calls, conferencing, etc.
How many phone lines do you need?
How many will use the phone lines on a regular basis?
Will getting a new hardware and software system affect your existing system?
Does your new system have to work with your existing system?
If you have an existing system, what new features are you looking to add?
Do you have a fast and reliable Internet connection to allow a VOIP system to work efficiently?
How much is your budget?
Are you looking to expand in the next year or two?
Are you looking to reduce staff in the next year or two?
Are you using all the features of your current business telephone system?
Is there any feature you’d like taken off or added?
Are you planning to move to a different location in the next year or two?
How much is your business telephone system costing you?
Are you willing to invest in a new system that will save you money in the long run?
How does your provider handle complaints, problems and maintenance? Would you like to change providers because of this?


While VOIP business telephone system provides businesses with huge advantages and a competitive edge, questions have been raised about the voice quality and security in some systems. With business grade solutions, it is now possible to realize very good voice quality in your communications.

Due to the integration of the VOIP business telephone system into your data network, the security of your hosted VOIP PBX will be as good as the security of your data network itself. If you have implemented adequate security for your network and data, then your VOIP PBX will be just as secure.

There are various tiers for VOIP business telephone system based on the requirement of your business. Small businesses may prefer leveraging the ease of deploying hosted PBX but it is important to shop around the market to ensure you are getting the best rates and value for your money.

VOIP has come a long way. It used to be just really voice over the Internet but now there are so many interesting and useful features available in a VOIP system. It won’t be a surprise if VOIP eliminates the use of a traditional phone line in a few years.