There are two main categories of VoIP phones: hard and soft. The difference between the two forms is similar to how one would describe the difference between hardware and software. Softphones are like the software that is downloaded onto your computer or mobile. Hardphones are hardware based VoIP that resemble landline phones. Just like physical telephones that can be placed on your office desk, hardphones can also be set up in your office.
So how do hardphones really fare compared to their wildly popular software counterpart? Do they offer any substantial benefits to the user? Let’s uncover some of the benefits of using a hardware based VoIP below.
Advantages of using a hardphone
1. Familiarity of use
Someone who may be making the switch from a landline phone to a VoIP phone may immediately recognize its first benefit; it feels familiar. On the outset, the VoIP phone looks very much like a regular physical telephone. However, on the inside, these machines are running a highly efficient VoIP system that connects your device to the internet and gives you efficient access to a variety of features beyond phone calls. Just make sure your internet connection is strong and secure to allow yourself uninterrupted access.
2. It is cheaper
The initial installation costs are generally cheaper for a VoIP hardphone when compared to a typical landline set up. The ongoing costs for using a hardware based VoIP are also less because all your communication is reliant on the internet. You do not need multiple phone lines or accounts to use your VoIP system.
One internet connection is sufficient and the cost difference is apparent once the bill arrives. Still, many people choose to compare the hardphone with the softphone when it comes to pricing. Calls to the same device over the internet are normally free. If you were to call a landline number using your VoIP then you might incur some charges but they would be nominal and significantly cheaper than the regular landline.
3. Scaling is easy
With a traditional landline system, businesses are often stuck deciding what to do with their phone lines when they need to change things up. Sometimes when an employee leaves, the phone line remains in their name and the new employee has to go with that reference.
Of course, it’s not practical to just guess the number of phones your office will need over a set period of time and nobody wants to spend time worrying about throwing away phones they do not need.
With a VoIP hardphone, it’s extremely convenient to scale the number up or down depending on your requirements. VoIPs make use of hosted systems that make it easy to reassign or delete a phone line. This way, one phone number remains attached to one employee. Plus, you always have the correct extension when you need it.
4. Flexible and accessible
Geographical distance and location have little to no impact on the use of a VoIP system. You can make calls for internal communication within your office or can be at the other side of the continent. All you need is a reliable internet connection to ensure communication.
You also do not need to fret over the number of calls you can make or the number of phone lines you can access. With hardware based VoIP system, your only concern is internet bandwidth and that usually incorporates about a thousand connections easily.
5. Features for free
With traditional landline systems, features like caller ID or call monitoring would come at an additional cost. With hardware-based VoIP, you receive these features on most standard packages free of cost. Then there’s a whole host of ‘extra’ features that include call forwarding, voice mail, video conferencing and others. Everything you would need to stay connected to your staff and clients is readily available on your system.
Some VoIP service providers let you send office data like documents and images through your phone as well. To browse through a list of some of the top VoIP service providers, click here.
6. Integrates with other systems
VoIP systems use the internet to break down and store information into data packets. Hence, your hardware VoIP system is capable of merging with a variety of other devices that you use in your everyday business.
Many VoIP service systems are quick to integrate office emails with calendars and save client data with their messages. For professionals who travel on the regular, they can access voice mail accounts. These accounts transcribe voice messages and reroute them to the email account, so you don’t have to type anything yourself.
7. There’s always a backup
Many new or potential users of hardware based VoIP phones are often worried about an internet breakdown. System downtimes are common in large businesses and if the internet breaks, so does your VoIP connection. But the system comes with a ready-made solution for you!
During a connection or power breakdown, all your incoming calls will be transferred to voice mail. Another option is for you to redirect all your calls to another device such as your mobile phone. Business professionals can rest assured that there will be minimum interruptions to their work. As a side note; some service providers let users change connections at will. So you can use a 3G connection to use your VoIP phone when all else fails.
Verdict
Hardware based VoIP systems are just as efficient and convenient as their software based counterparts. They offer a multitude of benefits and are ideal for businesses that are looking to make the switch from traditional landline phone systems. You can get more information on specific VoIP service providers and their packages here.
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