Communication methods through technology are continuously and diversely evolving for the benefit of users. Over the years, users have shifted from analog phone systems to digital ones, and then to internet-based communication systems (VoIP). With these continuous developments, it has become essential to stay up-to-date to ensure making informed decisions that align with the needs.
Today, VoIP service providers offer a solution that allows voice transmission over the internet instead of traditional copper phone lines, via an internet connection.
In the past, call processing components at VoIP business providers relied on local hardware, but in recent years, software-based solutions have also become available. However, choosing the right phone system for a business is complex when comparing digital phones, VoIP phones, and traditional phone services.
This article provides some information on the best option for a company, which could contribute to improving its performance. Before exploring the specifics, it's essential to first grasp the distinctions between digital phone systems, traditional phones, and VoIP services.
Traditional Phone System
Traditional phone networks rely on landlines, which are considered one of the oldest and most reliable phone technologies. These systems use copper wires and include traditional functions, such as call waiting, muting, and redialing.
PBX devices must be used to operate the traditional phone system with their dedicated wiring. PBX systems act as a control center to route internal calls and manage call flow within the network. These systems are widely used due to their high reliability, however, they can be expensive and require periodic maintenance.
They are suitable for large companies that have the resources to invest in IT specialists and maintain the system regularly.
Not suitable for companies with a limited budget or those looking for more advanced technologies.
Digital Phone System
Digital phone systems are more advanced than traditional analog systems. These systems provide the ability to add a variety of features and functions, such as hold music, VoIP integration, and alarm systems via digital PBX devices.
Most modern digital phone systems come with an IP interface, allowing additional features like one-click dialing, voicemail integration, and fax-to-email services.
Although these systems rely on fiber optics rather than copper wires, calls still need to pass through the phone room. Therefore, it's essential to ensure there is a qualified staff member with the skills to set up and configure the digital devices.
Suitable for companies looking for strong and reliable signals with added features.
Not suitable for small businesses that want to avoid extra features or rely on external technical support.
Voice over Internet Protocol (VoIP) Phone System
VoIP phones do not use traditional copper wires like landlines. Instead, they transmit voice signals digitally to another phone or audio point over the internet, using the same connection employed throughout the business.
This system is ideal for providing many features that were previously only available to large companies, making it suitable for smaller businesses. These features include voicemail-to-email routing or using smartphones to provide remote access to employees.
When comparing VoIP phones to analog or digital phone systems, VoIP phones are much easier to maintain. Unlike other systems, VoIP can operate remotely. This option is also ideal for businesses that often make international calls, as it utilizes the internet for communication.
Suitable for small businesses that want advanced services, make frequent long-distance calls, and want to connect their phone system to the internet.
Not suitable for companies that do not have internet connectivity or those that may be affected by internet outages.
The Difference Between Traditional, Digital, and VoIP Phone Systems
When determining which phone system meets your needs, you have three main options: Voice over Internet Protocol (VoIP), digital systems, and traditional systems.
VoIP phones use the internet connection to transmit data instead of fixed lines.
Digital systems use existing phone lines with updated equipment, making them suitable for modern technology. While the traditional system is connected via wires, which may make it more complex to maintain and lead to clutter in the workplace.
Hardware Costs
Digital phones require circuit cards, dedicated phones, and auxiliary software, so they are generally more expensive than VoIP phones. In contrast, VoIP phones work through software rather than additional hardware, making it easier to integrate with VoIP equipment.
VoIP phone users benefit from a wide range of endpoints, which are not usually owned, making them more flexible compared to digital systems.
Wiring
VoIP phones use the same connection that links the computer to the local network (LAN) on the desktop, reducing the need for extra wires. Digital systems, however, need both an audio wire and a data wire. Since the computer and phone over VoIP share the same wire, the need for wiring is reduced, lowering installation costs for the company.
The traditional system requires copper lines to transmit electrical pulses to carry the voice from one phone to another.
Power Consumption
VoIP phones require an AC power source to function properly. Digital phones, on the other hand, typically do not need this, as they rely on the power provided through the wires connected to the digital circuit board. Traditional phones rely on power consumption via PBX or VoIP converters during power outages.
Bandwidth
VoIP phones use bandwidth between phones and computers in work environments. Insufficient bandwidth can lead to phone and computer disruptions. VoIP phones also offer backup internet connections, providing greater flexibility for work, ensuring the system operates smoothly even if the internet is down.
Digital phones do not rely on bandwidth, so there is no concern about upgrading to high-speed connections. Likewise, traditional systems do not need bandwidth.
Maintenance
The digital system requires a specialist for maintenance. On the other hand, anyone with admin credentials can remotely log into a VoIP system, allowing for automatic software updates. VoIP phones also do not need on-site maintenance, and new lines can be added quickly and easily without the need to install new wires. Traditional systems require less maintenance due to their ease of use.
Flexibility
Customers appreciate mobility and flexibility, and VoIP phones offer these advantages. If you are using VoIP phones, you can easily move the phone to a new connection, and the phone number will follow the change. Digital systems require moving phones from place to place, which is time-consuming and requires a technician to relocate numbers to the new location. The traditional system requires calling a qualified electrician to change the wiring.
VoIP Phones, Digital Phones, Traditional Phones: Which is Best for Businesses?
VoIP phones are the most suitable option after comparing all systems. VoIP phones take hours or less to set up, while traditional systems usually take days or weeks to install. VoIP phones do not require a huge investment.
VoIP phones allow communication with any employee working from home or traveling for business. They also offer quick access to any client, wherever you are.
The ability to schedule a conference call is one of the key advantages. Up to twenty or more people can join the meeting, even if they are in different cities or countries. Additionally, full presentations can be delivered through video conferences.
Grandstream VoIP Phones
Grandstream GXP1630 VoIP Phone
3 SIP accounts with 3 lines
4-way conference calls
Dual Gigabit ports with PoE support
8 dual-color BLF keys
Supports 1,000 contacts and 200 call logs
Grandstream GXP2135 VoIP Phone
8 lines and 4 SIP accounts
32 BLF keys
Dual Gigabit ports with PoE support
Built-in Bluetooth
4-way audio conferencing
Grandstream GXP2140 VoIP Phone
4 lines and 4 SIP accounts
5-way audio conferencing
4.3-inch color display
Dual Gigabit ports with PoE support
Built-in Bluetooth
Grandstream GXP2160 VoIP Phone
6 lines and 6 SIP accounts
5-way audio conferencing
4.3-inch color LCD display
24 BLF keys / Built-in Bluetooth
Dual Gigabit ports with PoE support
Grandstream GXP2170 VoIP Phone
Supports 12 lines and 6 SIP accounts
5-way audio conference calls
4.3-inch color LCD display
48 BLF keys / Built-in Bluetooth
Dual Gigabit ports with PoE support
Grandstream GXV3350 VoIP Phone
16 lines and 16 SIP accounts
1MP CMOS camera
Android 7.0 / PoE+/PoE support
Dual-band Wi-Fi (2.4GHz & 5GHz)
6-way audio and 3-way video conferencing
Grandstream GXV3370 VoIP Phone
16 lines and 16 SIP accounts / PoE+/PoE support
Built-in megapixel camera / Android 7.0
Dual-band Wi-Fi (2.4GHz & 5GHz)
7-way audio conferencing
3-way HD video conferencing
Grandstream GXV3380 VoIP Phone
16 lines and 16 SIP accounts
Dual-band Wi-Fi (2.4GHz & 5GHz)
PoE+/PoE support / Android 7.x
7-way audio conferencing
3-way HD video conferencing
Grandstream GRP2602G VoIP Phone
Supports 4 SIP accounts and 2 lines
Integrated with GDMS for remote device management
5-way audio conferencing
Gigabit ports with PoE support
Grandstream GRP2603P VoIP Phone
3 lines, 6 SIP accounts, and 3 simultaneous calls
Remote management via GDMS system
Gigabit Ethernet ports with PoE support
5-way audio conferencing
Grandstream GRP2636 VoIP Phone
12 lines and 6 SIP accounts
Supports 5-way audio conferencing
Gigabit Ethernet ports with built-in PoE support
Dual-band built-in Wi-Fi
Grandstream GRP2650 VoIP Phone
14 lines and 6 SIP accounts
Supports 5-way audio conferencing
Gigabit Ethernet ports with built-in PoE support
Dual-band built-in Wi-Fi
Conclusion
Every business understands the importance of its phone system. While it has always been a vital link to customers, it can also be integrated with other business operations and activities to enhance productivity and improve overall customer relationships.
If you have any inquiries, Modn Telecom Solutions will help you identify the best phone system choice for your business. Don’t hesitate to get in touch with us.
Top 8 Tips for Improving Network Performance in the Workplace
How to Develop Network Infrastructure: Key Components and Their Importance
Why You Should Consider Cloud for Your Shipping Call Center?