Increase Business Productivity with Hosted VoIP

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Increase Business Productivity with Hosted VoIP

Newer, more advanced technologies mean newer, more advanced capabilities that if utilized effectively, can help to further drive the demand to streamline our day-to-day business processes and overall increase business productivity.

The term “Hosted VoIP” has both broad and narrow definitions. In the broadest sense, the term could apply to any type of VoIP phone service, from residential to business-class. In the business environment, a hosted VoIP service could be provided by a third party (externally hosted), or “hosted” on servers inside the company using it (on-premise PBX).

Typically, however, hosted VoIP means a Voice over IP (VoIP) service for businesses that are provided by an outside company. Hosting is usually in colocation (multiple companies using one facility) data centers. People using these services should make sure that the data centers have sufficient power, connectivity, and redundancy to provide high availability.

Hosted VoIP phone services for businesses include both the ability to make and receive calls over the internet and the ancillary telephony services that are needed for business use, such as voicemail, call routing, virtual attendant, etc. Administration for VoIP business phone systems is usually provided through web browsers.

Think of hosted VoIP as the gateway IP telephony solution that serves as the basis to simplify your communication processes and can perform even more effectively with additional IP bundled services such as SIP trunking, Internet, and cloud applications. At DoubleHorn, we are all about making that process as easy and beneficial as possible for our customers. Here are three ways that our hosted VoIP service can improve your business productivity:

Less Maintenance. Utilizing our hosted VoIP service in the cloud minimizes the potential for you having to handle technical issues in-house. Our tech support and communication consultants are available around the clock to ensure that you’ll never miss a beat if by chance your service goes down.

It’s Reliable. No matter how prepared or ready you are for emergencies, there is no way to prepare for a natural disaster. With our hosted VoIP service, you can rest assured that even if the disaster is a minor as a power outage, your calls will be re-routed to ensure productivity or important information is never lost.

It’s Flexible. We pride ourselves on providing a hosted VoIP service that can grow or scale down based on the size and needs of your company. Our IPOne systems are designed to be fully-future proof so regardless of the future of your company, your hosted VoIP service is prepared to scale and move as you do.

Advantages of VoIP Over Traditional Phone Systems form 

1. Simpler Management

Installing a traditional phone system in an office requires scheduling an appointment with a service company technician to install the equipment and run the wiring specific for the phone system. While this is rarely an ongoing issue, it’s certainly a pain when you’re first getting set up or need to make significant changes to your phone lines.

Getting started with VoIP is easy. All you need are handsets the can share the same wiring and switches as your LAN. While vendor support can vary, getting your business connected to Hosted VoIP services requires a minimum of internal expertise and skills.

2. Contact Center Benefits

For businesses that conduct customer service via the phone, Hosted VoIP is primed for the needs of a contact center of any size—from a small handful of customer service representatives to hundreds of agents operating 24/7.

With a hosted VoIP vendor that supports contact center needs, you can appreciate:

  • Unified communications (UC): UC allows your reps to communicate with customers via phone, chat, email, and more.
  • Reporting and monitoring: Many VoIP services for contact center solutions offer easy access to the metrics and oversight you need to make smarter staffing and training decisions.
  • Interactive voice recognition (IVR): By allowing your customers to speak their needs, you can throw away your old-school push-button phone tree and route calls to exactly the right department or person.
  • Smarter call routing: VoIP offers extreme flexibility in routing, allowing you to optimize the number of calls received according to CSR training, skill level, and other factors.

3. Add-on Features

Hosted VoIP is flexible and can scale to your needs. Some brand new startups may need a minimum of features to get started as cost-efficiently as possible. Larger, well-established enterprises may be looking to unlock the most features possible for more integrated communications.

Regardless of where you fall on this scale, hiring a vendor that offers the full suite of VoIP add-on features can transform your business communications. A few popular add-ons to consider include:

  • Data Integration: Voicemail-to-email transcription
  • Remote Management: Web-based administration for adding phone lines
  • Chat: For internal and external communications, which may be integrated with your customer relationship management (CRM) tool
  • Automated Call Distribution: For contact centers or high call volume needs
  • Interactive Voice Recognition: Smarter call routing powered by intelligence built into the system

4. Flexibility and Scalability of Business Productivity

When you’re using an analog or PRI phone service vendor, adding another phone line isn’t always easy. You’ll spend time on the phone with customer service, schedule an installation, or even wait long periods of time.

It can be slow, costly, and annoying.

VoIP allows you to add phone lines easily within minutes, often directly from your management portal, at a flat rate per month. All you need is a handset and the ability to perform a few clicks. The flexibility and scalability of VoIP is ideal for businesses with seasonal fluctuations in staffing or companies experiencing fast growth.

5. Data Integration

Creating a positive “customer experience” means that you need to integrate your communications across channels. This can require bringing together social media, phones, email, voicemails, chat, and any other methods your customers use to communicate.

By selecting a VoIP that integrates with your customer relationship management tool, you can develop insight into every communication a customer has with your company. This may include:

  • Voicemail to email transcription
  • Mobility
  • Chat
  • Social media messages

6. Business Communications Potential for Business Productivity

You might not be ready to leap into unified business communications today—and that’s okay. With a VoIP vendor that offers a full range of business tools, you can jump when you’re ready. By putting your phones, add-on services, internet connectivity, and data on a single network, you can achieve:

  • Quicker troubleshooting
  • Higher employee productivity
  • Improved team collaboration
  • Better customer satisfaction due to transparency
  • Improved customer service

7. Cost Savings

The cost savings potential of VoIP is immense. There is some initial investment cost in handsets, but you can pay a flat-rate per month for each phone line and add-on services. Researchers estimate that the average company saves 40% on hosted VoIP over analog, while companies with high international calling needs can save 90%.

It’s also important to note that VoIP can save your company money in other areas, too. You’re not going to lose productivity when traditional phone lines go down. You won’t experience a humiliating data breach (and associated cleanup costs) from phone tapping. VoIP just makes financial sense.

8. Mobility

While not all providers offer the same add-ons for VoIP service, mobility is among one of the most common benefits that companies unlock when they switch to hosted VoIP. Depending on your vendor and configuration decisions, you can enable phone calls to ring simultaneously to both desk and mobile phones, unlock mobile call transferring, or enable mobile failover in the rare case your internet goes down.

For companies that allow employees to work remotely or have travel needs, the mobility benefits of VoIP are remarkable for productivity and customer service. You can totally eliminate the confusion of lost or missed voicemails or of employees who have to juggle a desk line and a mobile number.

9. Business Productivity Overall

Your employees will get more done with hosted VoIP. Studies indicate that the productivity gains are greatest when you unlock mobility. Your employees can access transcripts of voicemails via email, allowing them to act on customer needs immediately. You’ll deal with fewer missed calls, and data integration can eliminate the risk of confusion.

Analog phone service is just phones. VoIP, however, can act as a comprehensive platform for business communications that match the way your people work.