Why Choose a VoIP Phone System

why chose a voip phone system

The shift from regular offices to remote work has been sped up by the global pandemic. This has led businesses to search for new solutions that make communication and working together easier from any one place. One such solution that has proven to be effective is Voice over Internet Protocol (VoIP).

How Does VoIP Work?

Think of VoIP as a modern and efficient way to manage your business phone calls. In the past, when you made a phone call, it traveled through dedicated phone lines. With VoIP, your voice turns into data and goes over the internet to reach the person you’re calling.

A image demonstrating how VoIP works in 4 Steps.
Infographic: How VoIP works in 4 Steps
  1. Your phone connects to your switch or router in your local area network (LAN). Your IP phone connects to your LAN using an Ethernet cable. The LAN is a network of computers and devices that are connected together in a local area, such as a home or office.

  2. When you dial a telephone number, your phone tells your VoIP service provider to call the other party. Your phone sends a signal to your VoIP service provider, which tells the provider to connect you to the other party.
  3. Your VoIP service establishes the call and exchanges data packets from your phone. Your VoIP service establishes the call by sending data packets between your phone and the other party’s phone. The data packets contain the audio data of your conversation.
  4. Your VoIP phone converts these digital signals back into the sound you can hear. Your phone converts the digital signals back into an analog signal that you can hear through your phone’s speakers.

This technology brings several benefits for businesses.

The Advantages of VoIP

Cost Savings

VoIP takes your communication to the next level by using the internet to make calls. This means no more worrying about expensive long-distance fees. It also combines your phone and internet lines into one affordable package.

You can say goodbye to the headache of dealing with a lot of phone equipment and cables. VoIP keeps things simple and cost-effective. Additionally, VoIP provides features like voicemail-to-email and online meetings without extra costs.

Easy Growth

When you have a regular phone system, adding more phones or lines can be complicated. VoIP lets you add or remove phone lines without changing your infrastructure physically. It adapts quickly to your business’s changing needs.

So, whether you’re hiring more employees, opening new branches, or getting more calls, VoIP ensures that your communication system can expand to support your business’s growth.

Flexible Communication

Communicate on your terms. With traditional phone systems, you’re tied to one place for calls. But with VoIP, you can use your phone from anywhere with an internet connection. Thanks to VoIP apps/softphones, you can talk to your team or clients whether you’re at the office, or even on vacation.

Key Phone Features

VoIP features like virtual voicemail, call routing, and conferencing make working together and talking to each other easy. Here are a few of the many features provided by VoIP.

Virtual Voicemail

Think of virtual voicemail as an online mailbox for your phone. When someone calls and you’re not available, they leave a message in digital space instead of a physical answering machine. This message is stored online, and you can listen to it later from your phone, computer, or email.

Call Routing

Call routing is like a personal assistant for your calls. You set up the rules to decide where calls go based on different situations. For example, you can forward important calls to your mobile phone when you’re out. Or you can direct calls from a certain area code to a specific team member. VoIP helps ensure calls reach the right person or place.

Virtual Conferencing

Instead of meeting in person, you can bring people together from different places to talk, like in a conference room. With VoIP, you can have group calls with many participants, share ideas, and discuss things as if you were in the same room.

Choosing the Right Provider

Thinking of switching to VoIP? When you choose a service provider, there are some important things to think about.


Reliability is all about making sure the service works when you need it. Check if the provider has a good track record of uptime. This means their service is up and running most of the time. You don’t want your calls to drop in the middle of an important conversation, so choosing a provider known for stability is crucial.

Customer Support

Good customer support means you can get help when things go wrong or if you have questions. Check if the provider offers different ways to contact support, like phone, email, or chat. Quick and effective customer support can save you a lot of trouble down the road.

Integration Capabilities

Check if the provider offers integration options and has experience with the tools you use. You’ll want a VoIP service that connects with your existing tools like email, customer management software, or even your website. This can make your communication and workflow more efficient.

Implementing VoIP

Remember that VoIP needs a good internet connection and constant power. Follow these steps to prepare your network infrastructure.

  • Check if your internet is fast enough and give priority to VoIP calls.
  • Protect your system with strong security measures, and make sure there are no delays in your network.
  • For stable calls, use wired connections instead of Wi-Fi.
  • Have a backup plan in case your main internet goes down.
  • Keep an eye on your system’s performance and upgrade as your business grows.

If this sounds too technical, don’t worry – you can always get expert help to set things up and keep them running well. By building a strong foundation for your VoIP system, you’ll have clear and reliable communication that helps your business succeed.

The End of POTS Lines: Embracing the Digital Future

The move to VoIP also means the gradual end of traditional Plain Old Telephone Service (POTS) lines. The FCC mandated the end of support for these lines back in August of 2022.

POTS lines are limited by fixed locations, few features, and higher costs.

This old infrastructure still provides crucial emergency communications for many businesses, including fire alarms, elevators, security systems, and more. If not addressed urgently, this disruption can pose significant challenges for your business…and there’s no time to waste.

Now is the time to shift to wireless and cellular services.

Phone Systems for Businesses, in Rochester, NY, and Surrounding Areas

As we look to the future, it’s clear that VoIP will continue to be essential for modern business operations. By embracing VoIP technology, companies can establish a virtual workplace that goes beyond physical boundaries, encourages innovation, and drives success in the era of remote work.

To learn more about what VoIP can offer, give us a call or send us an email. At Just Solutions, we understand that adopting new technology can be overwhelming. Our phone technicians are here to answer any of your questions.