Why VoIP is an all-in-one solution

VoIP allows businesses to integrate email, video and phone applications, reducing cost and increasing productivity, says James Chirunga of Riverdale Voice & Data

Businesses large and small have woken up to the benefits of VOIP (voice over internet protocol), especially in the current economic climate. Many are looking for new ways to communicate effectively without compromising on cost, quality and voice clarity while start-up companies can choose to have their entire voice and data communications handled by VOIP.

VoIP converts the voice signals from your phone into a digital signal that can travel over the internet. If you are calling a regular phone number, the signal is then converted back at the other end. Depending on the type of service, you can make a VoIP call from a computer, a special VoIP phone or a traditional phone, with or without an adapter. In addition, new wireless "hotspots" in public locations such as airports, parks and cafés allow you to connect to the internet, and may enable you to use a VoIP service wirelessly. If your service provider assigns you a regular phone number, you can receive calls from regular phones that don't need special equipment, and most likely you'll be able to dial just as you always have.

In the UK market, VoIP is forecast to make up 34% of all UK business landlines by 2010. Worldwide, Europe has the largest telecommunications market, measuring $1 trillion, with the US second at $923 billion and Asia/Pacific third at $715 billion. Overall, the international market is expected to reach $4.3 trillion in revenue by 2010.

So what are the real benefits to your company? The most obvious is the fact that VoIP saves money and is cost-efficient. Whether you're using VoIP for your residence or your business, you'll find it a lot cheaper than your normal landline, be it short or long-distance calls. Costs vary from one provider to another. Some allow unlimited calls and some, such as Riverdale Voice & Data, charge only a small fee. This alone will reduce cost and increase productivity. Another massive advantage of business VoIP is the reduction in long distance charges. By combining data, video and audio needs, companies save on bandwidth usage.

Using VoIP enables you to integrate activities such as email, fax, web conferencing and video with your voice phone needs. You can receive emails, voicemails and faxes directly into your inbox, accessible from anyway in the world. This way, you'll save more money and energy as it combines all of the services into one basic application. VoIP actually enables businesses to become greener.

VoIP allows your company to choose its own area code. This is especially beneficial to some companies that use virtual office services. Some small firms find this service extremely helpful. That way, they can have as many mobile employees as they like, but one centralised mail and contact point without the need for multiple numbers.

Even call centres are switching to VoIP so they can hire employees worldwide. Staff can work in different time zones, giving greater customer service benefits year round, and hiring home-based employees is another way businesses are saving money.

If you have employees who travel frequently, they can now remain virtually connected with the company and save money on fees. Without VoIP, when customers call your employees and they are not in the office, they are most likely to hang up and the company will lose a potential sale. Using VoIP, the call will be routed instantly to the employee's mobile phone or a nominated landline.

There is greater productivity when employees can integrate their email and phone services with one application. They can conduct business with VoIP on laptops at any time, day or night. With the option to get VoIP phone numbers with area codes throughout the country - and some worldwide - businesses can expand by choosing local area codes for the city, town or country they are targeting.

Another great benefit is that features that typically cost extra with normal phones are bundled with VoIP. These include voicemail, call forwarding, call waiting, caller ID, call block, call return and "do not disturb" functions. VoIP can also be used to avoid huge conferencing costs and enable secure audio and video conferences to offices worldwide. This reduces long-distance call costs and means remote employees can take advantage of calling each other and corporate headquarters more frequently.Depending on the service you purchase, you may need a computer, a special VoIP phone or a regular phone with an adapter. If you are calling a regular phone number, the person you are calling does not need any special equipment; just a phone.

The above are some of the many factors that a company should look at when deciding if integrating VoIP into its current systems will work for them and bring in much needed cost savings. Companies that heed this technology will be positioning themselves for stable and marked growth when the economy recovers as they will be able to be more agile and flexible to adjust to any market conditions.James Chirunga is chairman and chief executive of Riverdale Group.

For more information visit riverdalerc.co.uk/voiceanddata.aspx