What is a Softphone and how it helps your business save money?
21 October 2019If you’re looking for alternatives to your communications costs, you might have come across the word softphone.
Even if you don’t know its meaning.
Considering that Canada has one of the world’s most expensive wireless rates, covering your employees’ and company’s phone bills may cost a pretty penny every year.
So, trust us. You want to know what a softphone is and how it can save you hundreds of thousands of dollars yearly.
In this blog post we will cover:
What is a softphone and how does it work?
A softphone is a computer-based software program that mimics the action of a physical telephone.
It’s powered by Voice over Internet Protocol (VoIP) technology and allows you to receive, make, and manage voice calls over the Internet.
You can place and receive VoIP calls through tablets, smartphones, and PCs, meaning you can use any device that has a speaker and a microphone to communicate.
What does a softphone look like?
Each softphone has its own appearance, depending on the provider. But most of them look like the calling app on your phone.
Think of it this way: Microsoft Word and Google Docs are used for the same goal. They are writing tools. But they look different and might have different features.
Softphones are the same.
So, when you grab your phone to make a call, instead of opening the default calling app, you’ll open a different application with the same goal: making a call.
Can you receive calls on a softphone?
Yes, you can receive calls on a softphone.
If you have a VoIP provider, your softphone will work like a traditional desk telephone.
You can receive, make and manage your work calls and enjoy the benefits of features like Call Forwarding and Calling Queues.
What is the difference between a softphone and a mobile phone?
Softphones are apps or programs that you can install on your mobile phone, desktop computer, or tablet to make, receive, and manage calls.
Softphone means ‘software phone’ and relies on VoIP technology.
In contrast, a mobile phone is a plastic device you can hold in your hand. Making calls requires a chip and a calling plan from a traditional telecommunications provider.
What are the advantages of using a softphone?
The advantages of using a softphone vary depending on the business and its needs.
But softphone users benefit from using their devices (no need to spend extra on desk phones!) and more accessible plans or pay-as-you-go billing.
That’s not all.
Let’s look at how you (and your business) can benefit from a softphone.
Flexibility
One major advantage of softphones is that you can access all the features of your business phone from your smartphone, computer, and/or tablet.
If you are connected to the Internet, you can make or receive a call.
Good for Telecommuters
A softphone is especially good for people who are always on the go.
This is a great option if you have a busy schedule, travel a lot for work or manage multiple teams or locations, and want to stay in touch with your colleagues and clients.
Is your company fully remote? No problem.
Remote workers can install the software application on their smartphones for all their business-related communication.
But what if your customers think the phone number you’re using is spam?
Adjust the callerID for your company. That way, every time someone makes a call from your softphone, it will appear with your company’s name.
Sounds good, right?
Multiple Features
The great thing about softphones is that they allow you to access all the features your VoIP provider offers.
If you’re a VoIP.ms client, for example, you can enjoy Call Forwarding, Calling Queue, IVR, and Ring Groups via your softphone.
You don’t have to worry about losing those features while using the software.
Low Cost
We’ve covered this already, but if you’re looking to cut communication costs, softphones are the way to go.
Are you just starting as an entrepreneur and want to look professional? Or maybe you’re running a startup and need to lower your costs to keep your business afloat.
Especially if that is the case, these applications are a great option as they don’t require new hardware (a.k.a. desk phones) and offer more affordable plans.
Also, there is no need for upgrades, maintenance, or installation appointments.
This will save you money and future headaches.
What are the disadvantages of softphones?
While softphones have many advantages for businesses and personal customers alike, they do come with their fair share of disadvantages.
Disadvantage 1: You need a reliable internet connection
Softphones only work if you have a strong and reliable internet connection. Since these softwares are 100% internet-based, a weak internet connection will interfere with their functionalities.
Disadvantage 2: You might need extra training and technical support
Since softphones are different than desk phones, you might need to invest more time in training your staff on how to properly use these applications.
There’s also the matter of IT support.
If you have any issues, your company might have to rely more on technical support and, as a result, have higher IT costs.
Disadvantage 3: Security and privacy might be an issue
Since softphones make and receive calls via the internet, there’s a risk of confidentiality violations and data leaks.
To avoid that, remember to implement Virtual Private Networks (VPNs) and encryption protocols to protect sensitive communications.
What are the different types of softphones?
As you may have guessed, there are many softphones you can choose from, based on your company’s needs and communication goals. Here are some of the most popular:
Use Microsoft Teams as your softphone
Every business asks for a platform to keep the team connected and aligned.
Microsoft Teams is one of the top and most common choices. But it might be annoying to have to jump to other platforms for meetings or even rely on different phone numbers to talk to colleagues and clients all the time.
Even messaging can be complicated.
How about we fix that?
You can use Microsoft Teams as a softphone in a seamless integration process where you don’t handle third-party connectors. We’ve done all the hard work for you.
Our Microsoft Teams Integration connects your VoIP.ms account to Teams so you can focus all your work communication in one platform, from calls, to meetings, to messages.
Click here to learn more.
Softphone Meaning: Ready to change the way you communicate?
So, what is a softphone? After reading this blog, we’re sure you now understand it’s a software to make, receive and manage calls through the Internet.
It’s a great option if you:
- Want to cut costs with communication
- Have a remote team setting or travel a lot for work
- Enjoy features that build credibility and professionalism for your business
- Appreciate the flexibility of communication via smartphone, desktop, or tablet
Even considering the disadvantages, if you have a small business or startup and want to level up your professionalism and allow your business to grow, a softphone is an amazing tool.
If you’re leading a big corporation, softphones might be the solution to optimize internal communication, streamline processes, and ensure great customer service.
A win-win solution for businesses of all shapes and sizes.
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