How to choose the right IP phone center for your business.

What is the IP phone center which is discussed everywhere, and how does it work? How can a business choose the right one, and why is it one of the best options for its communication needs?

A phone center in a business not only serves as a tool but also creates a sense of trust for anyone calling from the very first phone call. It makes them feel that they are reaching out to professionals with organized structures and procedures.

In the past, using a phone center was only an affordable call management solution for some businesses. It was a costly installation that required space to house the equipment as well as the necessary technical expertise.

Today, with IP phone centers, even the smallest business can confidently welcome callers and manage them with complete control and organization, ensuring that no call is missed!

What is an IP call center?

Simply put, an IP phone center, also known as an IP PBX, is a phone system that operates through the Internet. To put it even more simply, to make phone calls, all you really need is an Internet connection.

Let’s start from the beginning. Traditional phone systems (PBX) use analog switchboards, like the traditional public switched telephone network (PSTN). IP PBX (Internet Protocol Private Branch Exchange) is a type of phone system that uses IP to connect calls to the public telephone network.

Physical installation of special equipment is not necessary to receive or make calls through your corporate phone. You just need to use a network (IP) phone device or a reliable application, like the world-renowned 3CX, which you can install on your computer and/or smartphone to talk from anywhere as if you were in your office!

If you want to learn more, check out our guide on phone systems.

What are the types of IP phone centers?

IP phone systems are divided into two types:

• On-premises IP PBX
• Cloud-based IP PBX

These types differentiate whether hardware will be used within the business or software to connect calls to the telephone network. In both cases, the user connects to the internet to make their calls.

IP Phone System - On-premises (on-site IP PBX)

Similar to traditional phone systems, the non-hosted or on-premises IP phone system (commonly referred to as VoIP phone system) is housed within the enterprise where the functionality of the phone system is programmed within a PBX hardware, still utilizing the Internet connection, while data is stored on servers.

An IT team, either from the provider or within the company itself, is responsible for its operation, maintenance, upgrades, and repairs. The advantage in this case is that you can install whatever security measures you desire. The downside is that it requires initial capital for equipment purchase and specialized expertise from the personnel managing it

This system fully leverages existing internal internet connections and offers stability, good voice quality, and advanced features. To fully utilize it, SIP Trunking is employed, which is the digital version of a phone line allowing the use of existing equipment and offering benefits such as information retrieval, call routing, and much more.

Its main drawback is that it doesn't offer mobility. For each point of presence, a company must have its own IP phone system.

IP Phone System - Cloud-based (Cloud PBX)

With cloud-hosted systems, all information, functions, applications, and services are in the cloud.

There are no worries about maintenance or equipment, apart from the devices you already have, as the provider is responsible for maintaining and upgrading each function of the cloud servers. The positive aspect is that such systems do not require initial capital, operate from any internet-connected communication device (mobile, laptop, tablet), and depend solely on internet connectivity.

In other words, the Cloud-based IP PBX (or hosted) phone system, unlike on-premises, uses software for its operation and does not require equipment.

It is the most cost-effective option, easy to use, flexible, and suitable for businesses that are always on the move.

Explore all the features it offers here.

Benefits of IP Phone System:

Flexibility: 

With an IP phone system, it's easy to add or remove users and integrate your existing phone devices.

Upgradability: 

Updates and upgrades for every Internet-connected function are always highly beneficial.

Especially for Cloud PBX systems, when there are new software updates, they can be easily deployed without requiring your IT team to make changes to the server. This happens because server management is handled by the provider, so if an upgrade is needed, the provider will execute the update remotely.

Scalability: 

Expanding an IP phone system doesn't require adding servers or moving equipment. With an IP-based Phone System, the heavy lifting and effort are once again handled by the provider. Most of what the business needs to do is anticipate headsets and cables for any new employees.

Functionality and Applicability everywhere:

With IP PBX, employees can use their mobile phones to make and receive calls, maintaining the office's professional number. This is achieved through an application fully integrated into the company's IP phone system. This capability arises because in IP PBX, phone numbers are not exclusively tied to a landline.

Cost-effectiveness:

Easy to purchase and install, and doesn't require expensive equipment. Also, because it utilizes the internet, charges are much clearer, lower, and more manageable. Especially for a company making frequent long-distance calls, its bill will be significantly reduced by switching to an IP PBX.

How to choose the right IP Phone System for your business?

If your first thought was "What is an IP phone system?" then it's very likely that your second one is "How do I choose the best one for my business?"

The process of finding your IP phone system certainly requires a special approach. After all, don't forget that the provider you choose to collaborate with determines the correct communication with your customers, as well as the first impression they will have of your service and business in general, in many cases.

By researching your IP Phone System provider, you can ask the right questions, the answers to which will ensure you make the best possible choice.

1. Is there technical support available?

It's crucial to have access to technical support whenever you need it for your phone system if it doesn’t perform as expected.

Ensure that your provider offers immediate and timely support for your business, with experienced and specialized personnel to resolve any issues promptly.

Even if you don't encounter a breakdown, having a partner who can assist you with adjustments, expansions, or upgrades will be invaluable.

At VOICELAND, Technical Support for the Cloud Phone system is a fundamental element of customer satisfaction, as we ensure to serve our clients as quickly as possible.

2. What brand of phone system do you provide?

Your business deserves the best! Don't settle for anything less than reputable and recognized applications for your IP phone system.

If you opt for cloud solutions, a renowned Cloud Phone System, such as 3CX, serving and meeting the needs of businesses worldwide and across industries, while offering tailored solutions and practices, is the best choice.

VOICELAND is the first VoIP provider in Greece to achieve the distinction of being a 3CX PLATINUM PARTNER to share the multiple benefits with you.

3. Do you offer guaranteed service availability (SLA)?

Before entering into a partnership with your phone system provider, it's important to feel confident about the quality of their services.

Specifically, when it comes to providing a Cloud Phone System, ensuring service availability (SLA) is essential. This means your provider guarantees the least possible downtime annually.

VOICELAND, with a 99.997% SLA for service availability since 2020, ensures the highest quality services in delivering the Cloud Phone System.

4. Is there a user limit?

An IP Phone System provides flexibility in scaling the number of users within a business, crucial for a growing and evolving company.

Therefore, make sure to inquire whether there's a finite limit on the number of users you can onboard with the provider you choose.

The Cloud Phone System 3CX provided by VOICELAND offers an unlimited number of users.

To keep up with the evolution of technology and the market, IP phone systems are indispensable for your business.

If you want to learn everything about phone systems, check out the article "Phone System: A comprehensive guide to help you choose."

For more information about Cloud Phone Systems and to find communication solutions tailored to your business, contact our representative today and secure Cloud PBX services for as low as €100 per year!