How VoIP Improves Business On The Road

The office phone system is a powerful tool for communications. However most businesses don't really consider which system can best improve performance for their organizations. Small businesses phone systems are often critical for operations, keeping customers, partners and suppliers connected to the business. In addition, many small businesses need to be lean and mobile, providing continuous service regardless of where headquarters are based. A phone system which allows telecommuters, business travelers, and remote offices to stay connected to HQ is a key asset which can enhance productivity and boost the bottom line.

How does VoIP work?

Voice over Internet Protocol converts speech into data packets that are deliverable to an IP address. Small businesses that support telecommuters and traveling workers like VoIP because it allows workers to access into the company's main phone system remotely, including auto attendant, voice mail, and four-digit dialing. This is possible from any location with broadband Internet.

Think of the concept of instant messaging. Despite your location, when you log on to your IP phone, your number is mapped to your IP address by a central IP server. After registering your IP address, you can make and receive calls just as you would send and accept instant messages. The IP telephony server can be run in-house or with an IP-PBX. Or, it can be hosted by an outsourced provider that manages and maintains all equipment, providing upgrades, maintenance, and continuous system support. Small businesses that lack the in-house staff, expertise, and resources necessary for operating such a complex system prefer it. Those businesses that outsource their phone systems enable internal resources to concentrate on more important business matters - including conducting and generating business.

Remote and Traveling Workers Reap Benefits

VoIP's major selling point: the ability to work remotely. Many small business owners, particularly those hoping to attract and retain employees who value flexible working conditions, are attracted to this solution. The small Manhattan-based law firm Kahn, Gordon, Timko, and Rodrigues saw this capability's value first hand when an assistant asked to relocate after working with the firm for over twenty years. Nicolas Timko, Managing Partner, recognized her skills as invaluable and wasn't prepared to let her go. A hosted VoIP system with support for remote usage allowed the assistant to work from her new home. "Her caller ID even displays our main number, so callers have no idea she's not in our New York office."

Most businesses rely on online interfaces and email access to enterprise systems already. Small businesses should be achieving the same functionality. Still the majority do not consider integrating home offices, traveling employees and satellite office workers into the company's main phone system. VoIP enables users to connect over any broadband connection, with personalized productivity features such as call routing. Users can also take advantage of a Webportal solution, which puts phone system features in an easy-to-use, intuitive portal. These technologies enable users to make and receive calls and check voicemail through software, check voicemail through a Web browser, and advanced features such as click-to-dial and Webportal.

VoIP, a compelling alternative to cell phones, gives business travelers the same access, interface and usability on the road as they do in the office. VoIP also surpasses mobile phone service in reliability and quality, while avoiding expensive roaming charges, meanwhile enjoying 99.99 percent uptime and availability.

Perhaps the greatest business benefit is cost savings from VoIP phone systems. NYC investment advisory firm Prince Street Capital Management experienced drastic savings after the switch to VoIP. "With ten employees traveling all over the world, our monthly cell phone bills averaged over five-thousand dollars per month," said Peter McKown, company VP. Costs were reduced to about one-third as much.

VoIP phone systems provide flexibility, business-enabling features, and cost savings which are not possible with traditional phone systems. This technology has the potential to make small businesses appear just as reliable, accessible, and service-oriented as their larger enterprise counterparts, allowing workers to stay productive from anywhere, anytime.

Nick Pegley is a marketing expert with All Covered: Technology Services Partner for Small Business, providing information technology consulting and IT services in 20 major U.S. metro areas. Outsource your procurement, installation and technical headaches..