Facility
Is Your Phone System Working for You? blue typographic digital title/illustration
By Jim Gustke
Many professionals in the boarding and daycare industry today are switching from traditional phone landlines to Voice over Internet Protocol (VoIP) phone systems to be more efficient in running their facilities.
Blue dropcap digital image of the letter V oIP, unlike landline phones, transforms business communications through numerous innovative features and benefits that are already built in. This article is intended to help professionals in the pet care industry understand VoIP and to help determine if switching to a VoIP system is the right choice for you.
What are VoIP Phone Systems?
Voice over Internet Protocol (VoIP) phones use the internet to make and receive phone calls using IP (Internet Protocol) or analog phones plugged into Ethernet jacks. Once connected, you can easily make and receive calls. Using a web portal and login, you can customize numerous features, including the Virtual Receptionist welcome message or adding new users.

Technology is the difference between traditional landline phones and VoIP systems. Landline phones require intensive infrastructure of exchange hardware and wiring, allowing one to make and receive calls only.

VoIP technology has changed how companies communicate. While IP capabilities have been around several decades, VoIP has advanced in recent years, thanks to innovation and faster internet speeds.

VoIP phones work by turning your voice into data, which is then transmitted over the internet, like sending emails. VoIP calls are made on your phone, connected to the internet with a network cable or adapter, or via a computer’s microphone and speakers using an app. When making calls, the VoIP service provider routes the voice data between you and the other caller, all within a split second. If you’ve used Skype, you’ve used VoIP.

How VoIP Transforms Communications
Unlike traditional landlines, VoIP comes with built-in features that help pet care businesses stand out above the rest, including:

  • Remote Working. Employees shouldn’t use their personal phone numbers for business. VoIP, unlike landlines, allows employees to work anywhere using their business phone number through mobile and desktop apps, and voice messages forwarded as email attachments.
  • Business Phone Number. Transitioning to VoIP is easy as you can keep your current business number by working with your VoIP provider. So, there’s no need to change your letterhead, business cards or website.
  • Virtual Receptionist. When you can’t have a “live” person answer the phone, Virtual Receptionist steps in. This allows callers to hear a message with numerous options, versus hearing a busy signal or being quickly put on hold.
  • Ring Groups. To ensure every caller has a positive experience, you can program Ring Groups to ring simultaneously so everyone in a department, like sales or customer care, receives the call, or ring sequentially, from person to person, until someone picks up.
  • Virtual Fax. Faxing remains an important form of communication for many businesses. With VoIP phone systems, you can still send traditional faxes from your phone to a fax machine. Virtual Fax removes the need for fax equipment. Faxes are converted to PDF files and managed within the end-user portal. Each user who needs access will have fax capabilities via their phone extension.
A digital illustrative representation of a blue colored phone fax system being crossed out by a red symbol surrounded by a red circle and yellow asterisk decorative icons
With VoIP phone systems, you can still send traditional faxes from your phone to a fax machine. Virtual Fax removes the need for fax equipment.
IP Phone System Setup
Setting up a business VoIP system literally just takes minutes. One of the differences businesses notice when switching to a VoIP system is the reduction in on-premises equipment. Traditional business phone systems require the installation of large wall-mounted fixtures, followed by upgrades and IT servicing. But with VoIP systems, the hardware generally consists of one or two compact plug-in pieces.

When it comes to switching your phones to VoIP, you have device options. You can continue using your existing analog or digital desk phones, or, if you’d like to upgrade, you can purchase IP phones.

Once your desk phones and starter kit arrive, follow a few simple steps:

  1. Connect your base station (a tablet-sized router that sorts out voice data and traffic to ensure clear, reliable calls) to your analog phone.
  2. Plug in wireless extensions (into regular power outlets) to connect analog phones to the internet.
  3. Connect IP phones to an Ethernet jack.
How customers and prospects view your pet care business often depends on their initial phone interaction. Do they hear a welcome message with easy directions, or are they put on hold immediately?
Key Advantages of VoIP
In addition to the simple setup and convenient built-in features, VoIP systems also provide the following advantages:
  • Important Impressions. How customers and prospects view your pet care business often depends on their initial phone interaction. Do they hear a welcome message with easy directions, or are they put on hold immediately? Whether your business has two employees or 20, a VoIP phone system will give your business a professional impression.
  • Work Anywhere. VoIP systems are flexible, providing the tools to communicate with employees no matter where they are working—in the office, on the road or at home.
  • Call Quality. VoIP provides the quality of phone calls businesses desire through increased internet speeds and advances in technology.
  • Cost Savings. A huge benefit to transitioning to VoIP is the cost savings. For those with landlines, it’s clear how expensive they are—from setup and adding features to recurring monthly costs and ongoing IT support.
  • Customer Support. Whether you have questions about the initial setup or need clarification on billing, your dedicated support person will walk you through any steps you need to take to resolve your issue.

Jim Gustke is Vice President of Marketing at Ooma and is responsible for all aspects of marketing and customer acquisition at the company. Jim is a marketing and Internet veteran with a wealth of experience at the intersection of consumer and technology marketing. During his career, he has spearheaded marketing initiatives at Intuit, Lexar Media, Ofoto, America Online and Polaroid Corporation. For more information, visit www.ooma.com. For questions or comments, please email press@ooma.com.