From sales and marketing to collaboration and client communications, we all know the essential role a phone system plays in the day to day operations of any business. And so, investing in a reliable phone system that’s able to keep up with and ease your operations, is vital.
Traditional phone systems are becoming a thing of the past with more and more businesses switching to internet-based communications. And so the question you need to ask is, does your business need a softphone and will it benefit your communications?
Before you can ask the right questions, you need to understand what these systems are as well as what is needed for your business to get the best out of your own softphone system...
What is a Softphone?
A softphone is a communication system that works like a traditional phone, only instead of using copper cabling, it uses an application to function.
Put simply, a softphone is an ‘app’ that’s installed on an internet-connected device and used to make and receive both voice and video calls.
A softphone is not a standalone product, it’s directly connected to a VoIP business phone system. Typically provided by a
Voice over Internet Protocol (VoIP)
service provider(SP), Softphones provide user-friendly interfaces that function the same as regular phones, only with more features.
Softphones are compatible with all major platforms including Windows, Mac, iOS and Android.
What You Need to Setup & Use A Softphone:
Setting up your phone is as easy as following the program’s built-in setup process which will have your system up and running within minutes. Before this can happen you will need to ensure that you have the necessary equipment and connections...
1. A Stable Internet Connection
As mentioned before, this communication system is internet-based. You will need to ensure a stable internet connection throughout your setup process and thereafter in order to make and receive your calls.
2. The Hardware (or internet connected device)
You will need one of the following devices in order to use your softphone application:
- A laptop or desktop computer system
- A smartphone or tablet
- A VoIP handset
- Any other device that can connect to the internet
We recommend making use of a VoIP headset (or access to a microphone & speaker combination on your device) in order to get the best possible audio quality for your calls.
3. The Software Application
You will need to install your softphone software (the VoIP app from your provider) on your chosen hardware device. This process is simple and quick to do...
How to install your softphone app:
- The VoIP program can be downloaded directly onto your device from your provider’s web page.
- Follow the simple steps to install and set up the software on your device.
- You will then be ready to use your softphone to make and receive calls and access the other advanced functionalities offered by your SP.
A
reputable service provider will ensure that this process is simple and efficient.
Softphone Features
Softphones are able to access and enhance all of your
VoIP features (which can be customized according to your business’ needs). This is something that traditional phones (even with adapters) aren’t able to do. Many providers have built their own softphone interfaces for their VoIP phone service.
13 Advanced Features For Softphones:
Softphones are able to provide many standard and more additional advanced features (opposed to those of a traditional phone system). Below we have only listed a few, for more information on these VoIP enabled features click
here.
- 3-Way Calling
- Drag and Drop Call Transfers (transfer to any extension)
- Blind, Warm, and Voicemail Transfers
- Show Caller ID
- Visual Voicemail
- Voicemail in email
- Offer Call Waiting
- Presence (shows employee availability)
- Incoming Call and Voicemail Notifications on Smartphones
- Call Forwarding (set up rules and ring strategy)
- Video Calls and Conferences
- Review Call History
- Instant Messaging
Benefits of Using a Softphone for Your Small Business
Ease of use aside, using a softphone will eliminate the need for your business to purchase expensive hard phone equipment while increasing your employee flexibility.
Let’s have a look at some of the advantages of these systems and how they can benefit your business even further...
Reduce Upfront and Running Costs:
Softphone systems are most often implemented by businesses looking to save money in various ways...
- Cut Infrastructure Costs
- Lower Calls Costs - When compared to traditional phone systems and especially when it comes to long distance calling.
- Lower Maintenance Costs - The lack of equipment needed eliminates most future maintenance costs.
- Eliminate Upfront Costs - As no installations are needed.
- No Dedicated Lines - Allow for saving in terms of fewer downtimes and less equipment costs.
- Video Conferencing - No need to pay for expensive conference room hardware or add-ons features.
- Fewer Downtimes - Keeps your business running and minimizes loss.
- No Reinstallation Costs - You never have to worry about the cost of moving or reinstalling equipment. A quick program download and your communications are back.
We recommend signing up for your Voice over Internet Protocol (VoIP) through a
trusted service provider. This will help you access a softphone program for a lower cost (as opposed to a traditional phone system).
Scalability:
Softphones systems are able to scale according to the growth of your business.
With traditional phones, any new phone lines require cables to be laid in order to connect with the hardware. Softphones on the other hand, allow for extra lines to be added by configuring the dashboard. It’s as simple as logging into the dashboard and making the necessary changes.
Unified Communications:
Softphones offer a single (user friendly) platform that supports multiple forms of communication. They allow for better employee collaboration as well as simplify the way that businesses connect with their clients.
These applications allow users to easily send in-meeting messages, instantly initiate video calls with colleagues, quickly capture urgent information by initiating call recordings, or make telephone calls directly from CRM dashboards.
24/7 Connectivity & Remote Working:
Unlike traditional phones which leave employees fixed to their desks, softphones are mobile, allowing users to connect and do business 24/7 from any location. All that is needed is a portable device and a stable internet connection.
Less Equipment:
Softphone applications require far less hardware when compared to traditional phone systems. They also do not need dedicated phone lines which makes them far more reliable.
Less Downtimes & More Reliability:
During updates and upgrades, any on-premise system generally goes offline. With a cloud-based phone (a softphone) everything is handled by your provider. All updates will be managed remotely with no additional charges or interruptions to your business operations.
Softphones Vs Hardphones for Businesses:
Both hard and soft phones have important roles within businesses. A
hard phone is a physical phone where softphones are able to mimic the functions of phones using VoIP technology. Many users and employees have valid reasons for preferring one or the other or even a combination of the two. Which is why a good provider should understand the need to have both available in a single telecoms solution.
Looking for a softphone system that will enhance your business’ communications while simplifying your operations?
Contact us at X Corp to chat to one of our experienced team members. We’re here to bring you the best in service and overall office automation.
