In today’s fast-paced digital world, effective communication is essential for the success of any business. As more organizations and businesses embrace remote and hybrid working models, having a reliable and efficient communication system becomes even more crucial.
VoIP or Voice Over Internet Protocol technology transforms the way businesses conduct voice and video calls, offering a flexible, cost-effective solution.
Solely relying on a stable internet connection, VoIP eliminates the need for traditional phone lines and enables seamless communication across various devices.
In this sense, OctaMeet provides organizations with a powerful platform for their communication needs. Offering advanced capabilities, it enables business operations to be conducted remotely and with ease.
What is VoIP?
VoIP or Voice Over Internet Protocol is a communication technology that converts voice into digital data format and transmits via broadband internet connection.
VoIP allows telephone services to be used and voice calls to be made on any device with internet access, making voice calls possible without traditional phone connections that use analog lines.
Eliminating the need for desktop phone hardware, it allows phone calls to be made online using suitable software.
In this sense, VoIP offers a cost-effective, flexible, and versatile solution for individual and corporate users. Remote working enterprises can prefer VoIP over standard phones and strengthen their communication by creating a local network.
Additionally, remote workers can make voice calls with their colleagues and clients free of charge or in a cost-effective manner.
Businesses and organizations can benefit from VoIP through tools such as IP phones, mobile applications, and suitable software using these tools on smartphones, tablets, computers, and other mobile devices.
With VoIP, video conference calls can be made in addition to voice calls. Additionally, calls can be transferred between different devices, providing increased flexibility. In this sense, VoIP facilitates and supports the business operations of enterprises, especially for small businesses and startups.
How Does VoIP Work?
To benefit from Voice Over IP technology, businesses and organizations have to subscribe to a service plan. Similar to traditional phone (landline) infrastructure, VoIP is based on the principle that users connect to a large network to initiate voice calls.
By connecting to the servers of service providers via the internet, the preferred internet protocol is activated, and voice data can be transmitted over such internet protocol.
Among various protocols such as Real Time Protocol (RTP), Media Control Protocol (MGCP), Megaco, G711, H.248, Session Initiation Protocol (SIP) is the most prevalent and popular protocol used for VoIP services.
Offering a suitable system for multimedia applications, SIP allows for features including video conferencing calls, instant messaging, file transfer and call redirecting in addition to voice calls.
This allows calls to be made with users on landline and mobile lines, without physical phone infrastructure.
During VoIP calls, voice is separated into codecs and converted into small data packets before being transmitted to the receiver user on the other end.
While voice-to-date conversion enables higher quality calls, this requires users to have high-speed internet connections to effectively benefit from Voice Over IP technology.
Advantages of VoIP
VoIP offers various benefits to individual and corporate use cases, especially in remote working environments. Here are some of the advantages:
- Cost-effectiveness: Thanks to VoIP businesses to make international or long-distance calls and long-duration calls for lower costs. The setup cost is also lower in comparison to landline phones.
- Wide Range of Compatibility: Unlike standard phones, VoIP allows calls to be easily made on desktop and conference phones, laptops, tablets, and smartphones, offering wide compatibility for both individual and corporate users.
- Ease-of-use: VoIP offers user-friendly features to users such as call routing. With its cloud-based infrastructure, businesses are not affected by issues in landline connections and continue their communications seamlessly.
- High-Quality Calls: As VoIP utilizes the latest advanced technology infrastructures, users can make high-quality calls in a fast and secure manner. Features such as click-to-call allow calls to be made with ease. Additionally, it enables video conferencing and virtual meetings on mobile devices using IP infrastructure.
- Scalability: Businesses and organizations can choose VoIP service plans that align with their needs and adjust their subscriptions when required, supporting sustainable business growth.
- Advanced Features: VoIP offers various features on supported devices, including voice messages, call routing, call recording, video and group calls, instant and SMS messaging, and third-party application integration.
- Easy Setup and Activation: VoIP systems can be set up and activated quickly. Businesses can save time in procedures such as moving their setup and changing their phone numbers. With mobile VoIP apps, remote workers can choose to use their business number, if their service provider allows them to do so.
- Remote and Hybrid Work Opportunities: Businesses adopting remote and hybrid working models can benefit from VoIP and conduct their operations without physical office limitations, offering flexibility.
How Does VoIP Contribute to Remote Working?
As the demand for remote, flexible, and hybrid working models continues to increase, businesses and organizations must have seamless and healthy communication to conduct their operations with ease and success.
However, working in physical office environments may hinder team members in various ways. Planning and making meetings may take a long time, and busy meeting schedules can result in decreased interaction and collaboration between team members.
Due to these reasons, decision-making processes may slow down, and the productivity of team members may decrease, negatively affecting overall business efficiency.
In remote working, VoIP offers a cost-effective and easy-to-use solution. As only high-speed internet connection is needed, businesses do not have to invest in traditional phone systems and can support the communications and teamwork of their remote teams.
Here are some of the advantages VoIP provides in the remote working model:
Improves Communication
VoIP technology improves communication between team members by facilitating participation in voice calls and online meetings.
With features such as video conferencing and screen sharing, VoIP streamlines meetings and enables effective collaboration of remote team members regardless of their location and time zones, speeding up decision-making processes.
Features such as voicemail transcriptions, call forwarding, queuing, and monitoring prevent remote teams from missing their calls and following up with their voicemails. Businesses can also analyze call analytics to make informed decisions and increase productivity.
Provides Better Meeting Management
As effective and real-time team collaboration is essential in remote and hybrid working settings, VoIP enhances meeting management by providing advanced features, including call scheduling, automatic reminders, participant and host controls, and interactive sharing tools.
These features facilitate meeting planning and organization, ensuring meetings start on time and all team members are present. Video meetings, discussion rooms and conference calls in addition to voice calls increase interaction and make sure members are on the same page on meeting topics.
Offers Effortless Collaboration
VoIP supports the success of meetings by increasing participant engagement thanks to interactive features such as screen recording, document and presentation sharing, real-time polls, meeting notes, instant messaging, and integration with other tools.
These features encourage team members to actively participate and collaborate in meetings and stay in touch with each other at any time. Additionally, with whiteboard and annotation tools, meetings can be held more efficiently and productively.
Integration with Communication Tools
Various VoIP software enables integration with other business and communication software. By centralizing communication channels using their existing tools, remote teams can use a single platform to send messages and conduct their calls and meetings.
Faster and smoother transitions between platforms empower remote team members to consolidate their communication efforts and boost their efficiency, minimize distractions, and allow teams to benefit from increased flexibility.
How to Increase VoIP Meeting Quality: Effective Tips
Choosing the Right Service Provider and Hardware
As VoIP services differ in functionality, organizations must choose the right tools and devices for their needs in business operations. Meeting capabilities, ease of use, technical support, and hardware compatibility are among the important factors to consider.
Upgrading or Choosing the Right Hardware
Although VoIP calls can be made over a Wi-Fi connection, connecting VoIP phones directly to an internet connection can enhance call quality and efficiency. Additionally, newer routers and mobile devices with advanced capabilities can deliver better performance.
Increasing Internet Speed
As VoIP relies on an Internet connection, having a stable and high-speed Internet can significantly improve the quality of calls and meetings, eliminating issues with latency. Hence, businesses should have sufficient speeds and prioritize VoIP data on their connections to continue their communications smoothly.
Upgrading Bandwidth
Switching to Voice Over IP from a traditional landline may require more bandwidth. Therefore, medium-scale organizations need to upgrade their internet connection depending on the number of their employees, as they connect to local business networks from different locations remotely.
OctaMeet Supports Your Remote and Hybrid Working Teams
OCTAPULL’s new generation video conferencing solution OctaMeet provides remote and hybrid working organizations with a robust and user-friendly platform for their daily communication needs.
Using VoIP technology, remote teams can arrange one-on-one and group meetings and strengthen team coordination. This way, businesses can overcome the obstacles in the physical office environment and conduct their operations remotely with comfort and increased efficiency.
With its fast, reliable, and secure infrastructure, user data is stored securely during and after meetings, eliminating concerns related to confidentiality and data security and offering reputational and financial protection.
OctaMeet also integrates with other business software such as SFA, CRM, and Business Intelligence (BI) tools. Working seamlessly with our SFA solution Octapull SFA, it supports sales and marketing operations of organizations.
- Using VoIP infrastructure, team members arrange regular and spontaneous meetings. Unlimited one-on-one meetings and group meetings can be easily planned and held.
- Performance management automatically adjusts video and voice quality, ensuring seamless meetings even on weak or unstable internet connections.
- With advanced sharing tools, team members can make presentations, share documents and meeting notes, and record and share their screens.
- Whiteboard and annotation tools allow drawings and texts to be added to materials and teams can hold meetings in a more visually appealing manner.
- In-application messaging supported by VoIP ensures remote teams stay in touch, ask project-related questions, share files, and provide feedback.
- Features such as raising a hand, choosing a lucky participant, and leaving a reaction increase interaction between team members and encourage participation.
- Built-in file-sharing features can store securely and access their files whenever they desire.
- Supporting AI-based features such as meeting summaries and real-time captions, OctaMeet helps team members create meeting notes and review topics with ease, using VoIP technology.
Offering flexible license plans and monthly subscriptions without cancellation fees, businesses can change their plans or switch to the free plan if they desire and can continue using OctaMeet.
If you would like to learn more about our solution, you can contact us today and schedule a demo meeting with our product team.
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