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Frequently asked questions about phone systems

The most frequently asked questions about VoIP phone systems answered. We have been specialized in the development and servicing of VoIP phone systems in Europe since 2000.

Phone system FAQ

VoIP stands for Voice over Internet Protocol. Via an Internet connection, your voice is digitized by a VoIP device and sent to the receiver. At the receiver, this digital data package is converted back into an audio file and your receiver can hear what you say. In principle, this technique no longer uses a telephone number, but an IP address. And that, too, is actually a unique number that refers to the recipient.

Classic analog phone lines are wired networks, where calls are sent over a copper wire. They are reliable, have a fairly good voice quality and offer some basic features such as call waiting, call muting, redialing or speed dialing. Sometimes a call can also be transferred, but that's where it ends.

Just because these systems are very simple and have few expansion options, the purchase cost is relatively low. However, such systems require a lot of maintenance, depend on the number of available physical lines, need to be equipped with a lot of hardware and are not very flexible, which means that the costs can add up very quickly. In addition, any expansion or modification requires a new connection, cables and, if you want limited integration with other systems, numerous adapters must be used, each with their own limitations and shortcomings.

Digital telephone systems have numerous advantages. For example, a digital telephone exchange is no longer dependent on the fixed connection via copper wire, numerous additional functions such as music on hold, VoIP integration and warning systems are available, it can be expanded or modified very flexibly and the number of available lines is virtually unlimited. The communication is digital, so you are always assured of the highest possible audio quality.

Today, most digital systems have the possibility to include messaging functions, such as delivery of voicemail via e-mail, delivery of fax via e-mail, converting voicemail to SMS, click-to-touch dialling and an application for use on a laptop or fixed PC, so that you are no longer tied to a fixed telephone.

With digital telephony, you can also make optimal use of proprietary applications such as sales software, CRM packages, customer files and more. Adapters are no longer necessary in this case and adjustments to the system can be solved with a simple update of the software in most cases.

Unlike analog telephony, VoIP does not require a separate connection. VoIP can be done via the fixed internet connection, via wifi or even via data connection on mobile. Wherever you have a good working internet connection, you can get started with VoIP.

With an analogue telephone exchange, the number of devices you could connect was limited on the one hand by the number of connections you had available in your company and the capacity for these on the switchboard, and on the other hand by the number of outside lines connected to your exchange, so that you could always make a maximum number of simultaneous calls.

With VoIP telephony, this number of devices and calls is virtually unlimited. The only limitation you may face is the number of calls you and your staff can handle simultaneously. VoIP telephony is therefore suitable for any type of business.

Flexibility

If you have your own physical telephone exchange, it can be expanded or adapted relatively easily, but this always involves an additional cost. Providing an additional telephone automatically means an additional purchase and installation. Therefore, in such a case, it is always best to have a staff member who has knowledge of VoIP telephone exchanges on hand to guide you through the entire process without problems. However, if you wish to expand or adapt your company with a hosted system, your telephony can also be easily adjusted. Did you new staff members? Then your provider will very quickly provide you with an additional device. These devices are preconfigured, so they can be used immediately after installation. The reverse is also true. If you need fewer devices, the necessary adjustments can easily be made via the online application.

You work independently of your location

Depending on your physical telephone exchange and the options you have provided or built in yourself, you can also connect to your phone system remotely. In this case, the accessibility is mainly dependent on the Internet connection of your switchboard. In case of a failure, your entire telephone network will be unreachable. If you choose a phone system in the cloud, then every device can connect to the online phone system through an Internet connection, allowing you to work from virtually any location. Even if you have multiple offices, or your employees occasionally work from home in the home office, they will always be available. And if you have an interruption in the internet connection at one location, you can still continue at another location or via mobile data connection.

Investment costs

You have to buy your own phone system and in many cases also install it yourself or have it installed by a specialist, which in turn costs some money. In addition, you must also provide for the purchase of the required number of devices. However, a hosted VoIP solution does not require expensive investments. Getting started can be quick, inexpensive and very easy. Your provider creates your PBX in the cloud, supplies the desired number of devices and configures the necessary software, and with a fixed monthly fee, you are always in control of expenses.

Maintenance-friendly

A physical phone exchange in your company requires some knowledge. You are responsible for the health of the system. You have to perform updates manually and adjustments are your own responsibility. With a hosted package, your provider runs the necessary software on his or her servers and you do not need a specialist within your company to perform new updates or upgrades. Any changes to the system can be made remotely and are delivered ready to use. New software is automatically provided by your provider and you do not have to worry about it.

Management

The management of a physical telephone exchange depends on the choices you made during installation. Did you choose an online accessible platform to manage the exchange, or do you have a local server that has to be operated manually. This choice will determine the ease with which you can manage your PBX. With a hosted PBX, however, you can make adjustments yourself at any time via the online application or an app on your mobile device. Transferring calls, adjusting the queue, listening to recorded calls, etc., all functions are available with a simple click. And what you cannot manage yourself, can be solved with a simple phone call to your provider's helpdesk.

Data consumption

In contrast to an in-house physical telephone exchange, all telephone calls from a hosted exchange are made via your Internet connection. This means that internal calls are also routed through your data line. In large companies, this can at times put an extra strain on the network. However, many Internet service providers currently offer unlimited data packages that can handle even the largest load without difficulty.