An emerging trend in remote teamwork is the use of VoIP systems.
VoIP gives you unprecedented connection possibilities in a tightly integrated cloud environment – minus the hassle of complicated and expensive equipment.
While your teams can always make do with productivity tools like Slack and Ryver for communication, you simply can’t function without a traditional phone. Phone calls are still needed for those detailed conversations or for more personal communication.
VoIP systems like the Joon Softphone allow all team members to stay connected and in the loop – and everyone is just one phone call away. Since your staff are no longer bogged down by poor communications, they can put the pedal to the metal and get work done more efficiently. From faster communication to streamlined workflows to smoother projects – VoIP systems make collaborative work feasible.
Even businesses that don’t have an online component, such as brick and mortar stores, can pivot their operations on the cloud and keep up with the competition.
Beyond just voice calls, the Joon Softphone can be used by remote teams to use multiple numbers on the same mobile device, collaborate on common projects in real-time, and a whole lot more. The Joon Softphone just makes telecommuting more feasible for remote teams without being physically present in the same space.
In addition, the Joon Softphone facilitates collaboration on projects by allowing international calling, call recording, and 3-way conference calling at the touch of a button. This kind of flexibility allows your team to provide communication support from whenever and wherever.
It’s also more affordable than legacy phone systems which often require costly equipment and hardware. VoIP operates on the cloud, thus reducing the cost of hardware installation, upgrades, and management.
How Does VoIP Connect Remote Workers?
1. Acts as a unified source of truth
One of the biggest roadblocks for any remote workforce is defining a single central hub for exchanging information. With the Joon Softphone, you can stay connected while on the go, work from home, and stay on the pulse of customer pain points. Imagine being able to communicate with your clients and colleagues using your office phone number – but without actually being in office.
Plus, all conversations can be recorded and stored on the cloud – so authorized personnel on your team can review those conversations and make informed decisions.
2. Improved productivity
The power of instant communication allows teams to get work done faster. VoIP platforms allow your staff to get instant feedback and make more informed decisions due to data analytics.
Since employees have the ability to work from home, they can save time by not having to commute every day. They also save on gas.
In addition to the improved productivity provided by VoIP systems, the technology also allows teams to work on the go. Whether they’re running late or have errands to do, teams can always use their smartphones to update each other and stay in the loop via their smartphone app.
3. Reduces time wasted on voicemail
One of the biggest productivity killers in the workplace is voicemail. It’s a real test of mental fortitude for one to go through dozens of voicemails throughout the day. As it turns out, checking voicemail can actually reduce your team’s productivity by as much as 50%. Employees often have to deal with multiple voicemail boxes that can be hard to manage. The good news is that VoIP has several ways around this.
VoIP phone systems like the Joon Softphone provide all of these voicemail boxes in a centrally accessible location. Moreover, whenever a voicemail is left, the voicemail can be sent to the email address associated with the extension that the voicemail was left on. This ensures that the message reaches its intended recipient.
4. Retain information with call recordings
VoIP phone systems add a layer of transparency by giving you the ability to record calls. Sometimes instructions aren’t properly relayed between two parties, either because they were preoccupied with another task, or perhaps they were distracted at the time. With call recording, you can loop back to the call recording and identify important instructions.
5. Improved security
Security and privacy is a huge concern as companies take their critical systems online. According to IBM, the cost of a breach in the US is $8.1 million. The good news is that VoIP phone systems like the Joon Softphone are very secure today.
Businesses have many security tools available to them to protect against such data breaches. This includes higher security at all endpoints, frequently changing the passwords, and more importantly, end-to-end encryption.
It is worth pointing out that social engineering continues to be a major threat against VoIP users – but you can fix that by running awareness campaigns that educate staff to spot threats. Just make sure to instruct your employees to not give away their password or download insecure attachments.
The best way to gauge if a VoIP system is secure for your needs is by asking your provider:
- What third-party tools do you use?
- How do you train your staff?
- How do you respond to security incidents?
- Do you offer SRTP and TLS encryptions?
- What accreditations do you have?
6. It’s just more reliable
VoIP technology has improved considerably over the years in terms of both quality and reliability. Since it’s always on the cloud, managed by experienced teams, there’s a very low likelihood of VoIP being out of commission due to hardware failures. The best VoIP providers usually have close to 100% uptime and also have contingency plans to reroute calls in the event of an outage.
By installing reliable VoIP systems, communication is all but guaranteed between your teams.
7. VoIP phone systems are feature-intensive
VoIP providers now have a slew of features for businesses. Why settle for less when you can find a provider that fits your needs? Most VoIP systems give you access to free features including:
- Call waiting
- Caller ID
- 3-way calling
- Repeat dial
- An auto-attendant
- Return call
- Do not disturb
You can also use advanced call filtering options. These features use caller ID to help you make a more informed decision about how certain numbers are handled. You can:
- Forward calls to your designated numbers
- Redirect an incoming call to voice mail
- Give the caller a busy signal
- Play a ‘not in service’ message
VoIP phone systems allow employees to work on the go. This may be important for positions that require extensive traveling, such as sales, or during the pandemic when many are working from home. VoIP lets you bring the office into your home.
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