Productivity Calling

Your company’s IP network already enables your employees to use the internet, e-mail and web resources on the job. But did you know the very same technology can help your company save money — by transmitting phone calls through voice data in packets using IP rather than a traditional phone line?

If your company is like many SMBs, you’re on a fast track of growth but want to keep your business expenses from running amuck. One way to achieve both goals is through a robust technology called Voice over IP (VoIP).

This technology was once touted as a solution of the future, and today is already proving its worth for many SMBs seeking to prepare for the future.

What exactly is VoIP?
Simply stated, VoIP converts the voice signal from a user’s telephone into a digital packet that travels over the internet, and then converts the data packet back to voice on the receiver’s end. The benefits of this technology are numerous — making it perfect for businesses that want to switch from standard (analog) phone calls to a more cost-effective alternative. Here’s why:

Lower Cost
Although long-distance rates have decreased in recent years, VoIP is still less expensive than traditional private branch exchange (PBX) phone service. That’s because long-distance (toll) charges that were previously connected over the publicly switched telephone network can now be carried over the internal network at no cost — a selling point that resonates with budget-conscious executives.

In fact, once you consider the reduced hardware, software and maintenance costs — not to mention the reduced network management costs — it’s easy to see why many companies show an average time-to-payback of less than two years, with some achieving return on investment immediately upon implementation.

Plus, VoIP infrastructures can often be self-managed, saving your company the high charges for telephone technicians to perform phone additions, moves and service.

What’s more, VoIP solutions can be deployed using cost-effective integrated appliances that combine the features of today’s popular routers, switches and security appliances — many of which are priced for SMBs.

Reduced Travel Expenses
In addition, VoIP technology lets your employees maintain frequent communication with workgroups, while eliminating the need to travel as frequently. By relying on teleconferences and videoconferences, your employees can greatly reduce — or even eliminate — their need to hold meetings in person or travel to remote sites. Running these conference calls through an internal IP network virtually eliminates travel and results in significant savings in travel costs and its associated expenses.

IT Labor Savings
By converging your data and voice networks through VoIP, your network administration is basically cut in half because you have half the network hardware and software solutions to troubleshoot and maintain.

Plus, a converged network is simpler to manage, freeing the time of support staff from routine maintenance to projects that deliver more substantial strategic and operational value. And since you increase the productivity of your current labor resources, you can manage a larger network with the same number of personnel — and poise your company for future growth.

Better Functionality
While VoIP technology’s “hard dollar” cost savings are a compelling argument on their own, they may be easily outweighed by strategic benefits that can help your business sharpen its competitive edge.

For instance, software applications like unified messaging, presence status and web integration can lead to more efficient collaboration between employees and better business processes company-wide.

For example, VoIP technology can enable mobile workers to access voice features from wireless hot spots and increase workgroup effectiveness through easy audioconferencing and videoconferencing. When integrated with a customer relationship management (CRM) solution, VoIP can even improve the customer experience by enabling your employees to view past purchases, history and service issues.

Faster Deployment
For SMBs focused on growth, a telephone system’s speed and ease of installation are other important considerations.

Unlike traditional PBX systems that require manual labor every time your company adds a line or moves an employee, VoIP installations are relatively simple — and can be completed in just a day or two.

Compared to traditional phone systems, software-based VoIP solutions are more easily upgraded and scaled across an expanding number of users, which is another big plus for growth-minded SMBs.

Higher Customer Satisfaction
Most of your customers probably don’t care where your employees are located or what kind of phone they have — as long as someone answers their calls. But when customers are repeatedly dumped into a voicemail box, they can easily become frustrated — and sometimes irate.

Companies equipped with VoIP technology and unified messaging (UM) software, however, can eliminate the hassles of phone tag by communicating the employee’s availability and alternate contact information. Whether he or she is working at home or sitting in an airport terminal, the customer can know when to expect a return call — and rest assured their call is a priority.

VoIP technology can even enable your company to create an automated telephone attendant that simulates an internal call center — at a much lower cost than a real call center with live labor resources. This not only saves time and money, it improves customer satisfaction through better call handling and responsiveness.

Improved Employee Productivity
The hassles of voice mail are just as real to fellow employees. People often spend countless hours leaving and retrieving voice mail messages with their colleagues — a process that wastes time and decreases productivity. With UM software, however, employees can boost their daily efficiency, thus saving time and money. The system can also log and track phone calls, providing a way to contact somebody who failed to leave a message.

Busy employees appreciate this mobility, because they can tap into their phone calls regardless of where they are. Plus, by integrating CRM data, employees can actually resolve customer issues more quickly, further shortening phone calls and increasing their efficiency.

A Growing Number of Hardware Options
Today, there are more cost-effective VoIP products aimed and priced for SMBs than ever before, so users in a 10-person office, for example, can now consider adopting this technology without major financial stress. In fact, depending on the specific hardware and software needs, a small office could adopt VoIP technology for as little as $1,200 to $1,500.

For this investment, the office could gain the basic plug-and-play functionality of VoIP, including the ability to make phone calls, generate conference calls on the fly, and increase videoconferencing to save on travel expenses.

If you’re ready to jump in the game with VoIP — or to take your investigation of VoIP to the next step — we can help you develop a business case for deploying VoIP and other advanced networking technologies. By evaluating your current network and individual business needs, we can help you decide if this exciting technology is right for you. You may find that IP communications is just the technology to profitably take your business well into the future. Call us today.