Tag Archives: VoIP

How to Determine if a Cloud-Based Business Phone System is Right for Your Business

cloud-basedRegardless of your specific business phone system requirements, it should be versatile enough to handle your needs. If your present system is lacking, you should consider the following benefits of a cloud-based system.


Cloud-based systems offer web-based customer portals, thereby allowing them greater efficiency than many older systems. You can also add additional features as your business grows and your needs increase. For example, you can add call queues which help you manage the volume of incoming calls.

Full Integration

Cloud-based systems have better connectivity, which is great for employees who are often on the move. Furthermore, cloud-based tools permit better consistency in productivity by integrating your email, voice and video conferencing, and customer relationship tools.


As mentioned above, as your business grows and changes, your phone system must also adapt. Cloud-based solutions allow you to scale your system up or down without the headache. If you are opening new offices or adding additional employees, you can easily add extensions.

Enhanced Control

Cloud-based solutions aren’t located on a specific piece of hardware at a single location. The advantage of this is that your employees will have access to all of their features regardless to where they are. This is especially advantageous to small businesses, because they can operate as if they were larger corporations.


Cloud-based systems are less expensive when compared to different business phone systems choices.

Improved Customer Service

Your customers will love you for switching to the cloud; they will always receive a quick response thanks to features like the auto attendant and the virtual receptionist. The aforementioned features help direct calls to the appropriate employee. You can also create unique greetings for each employee.

If you have any questions regarding business phone systems, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Facebook.

Why a Disaster Recovery Plan is Vital to your Business Phone System

disaster recoveryNot all business phone system hardware issues are necessarily due to crashes. Oftentimes natural disasters are the culprit. Furthermore, fires, floods, and other natural disasters can not only bring down your equipment, but it can render your business premises inaccessible. It is important that you have a disaster recovery plan in place to help your business recuperate all the faster.

Business Continuity

Business continuity refers to the plans and techniques meant to ensure that your business’s vital functions remain operational in the event of a disaster. There are three fundamentals of business continuity.

  • Resilience: Most of the companies achieve this by engineering the critical business functions and supporting infrastructure in a way that limits their risk of catastrophic failure.
  • Recovery: In the event of failure, companies make specific arrangements to recover or restore business functions.
  • Contingency: In the event of resilience and recovery failures, these refer to last-resort plans.
Cloud Calling

VoIP business phone systems have one large benefit over PBX systems in terms of disaster recovery in that they are cloud based. As opposed to housing your data on-site, cloud based systems have data centers around the globe. In the event of a disaster, VoIP services reroute traffic to servers thousands of miles away.

Business Phone System Disaster Recovery: Planning and Prevention

One of the most important tips of any disaster recovery plan is to work in conjunction with your IT administrator or your phone system administrator. This is especially true if your are still using an on-premises system as opposed to the cloud.

Hopefully your business will not be the victim of a natural disaster. However, it always pays to be prepared. If you have any questions regarding disaster recovery or business phone systems, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Facebook.

Three Ways to Improve your VoIP Call Quality

VoIP Call QualityMany businesses hesitate to switch to VoIP due to concerns over call quality. Will your customer service lines suffer due to the change? The hesitant businesses often recall the past when Internet connections were sluggish and wonder if their own Internet connection is up to the task. That is a fair concern, even if present day VoIP has improved a great deal. Here are a few ways that you can make sure your VoIP call quality is up to your business’s demands.

Use New Headsets

VoIP call quality depends, in large part, on your microphone and earphones. Many people make their calls on headsets but use outdated equipment. These people run the risk of dampening their VoIP call quality. If you try better quality headsets, you—and the people you’re calling—will hear the difference. Headsets with short, insulated cords tend to have better results with VoIP.

Eliminate Jitters

VoIP—as stated—works via the Internet. More specifically however, it works by delivering the voice information in small packets. If you want that information to make sense to the end user, they need to be spaced evenly and delivered consistently. There are a few types of network issues that can disrupt this information delivery. Depending on the severity of the VoIP call quality jitters, there are numerous solutions. If the problem isn’t that bad, try swapping Ethernet cables with Cat 6 cables. Cat 6 delivers information to the source a lot quicker than Ethernet, and thus reduces the odds of it scrambling. If your jitter problem is severe, you can install a jitter buffer.

Lower Bandwidth Use

Sometimes VoIP users simply have an overloaded bandwidth. If your VoIP call quality is suffering as a result, there are a few solutions. You should stop downloads when using VoIP and eliminate simultaneous calls. However, the best solution is simply to spend a little bit on increased bandwidth usage. It depends entirely on how many calls you receive on any given day.

If you have any business phone system questions, please contact us. You can also follow us on LinkedIn.

The Most Important Considerations When Buying a Small Business Phone System

small business phone systemThere is a vast array of small business phone systems on the market. When a small business wants to upgrade or switch to a different phone system, the choices can seem overwhelming. Many small businesses operate on an Internet Protocol (IP) network. This is the same network that connects employees, devices, and information recourses. Thus, how does a small business choose the most appropriate phone system for their specific business? We’ve assembled the most important considerations when buying a small business phone system below.

Know What Your Users Need

At the end of the day, your small business phone system only needs to do one thing: give your people the tools to be more efficient. Do your workers need one phone number to ring to multiple devices? Do they need prompt access to mobile communication or video? Therefore, these are features and capabilities you may want to include:

  • The ability to make and receive calls from smartphones or tablets
  • Automated attendant
  • Mobile softphones, for using a computer as a phone
  • Video or web conferencing support
  • Paging and intercom
  • Unified messaging (including email, text message, or phone notifications)
  • Instant Messaging
Be Prepared for Change

A great small business phone system can change the way your employees conduct their daily workflow. While all change requires an adjustment period, it should be a good change! A new small business phone system that doesn’t improve the way your office functions, probably isn’t the one for you.

Reduce Your IT Costs

The fantastic thing about small business IP phone systems is that they also consolidate your communications into one platform. Not only does this decrease IT strains, but it also reduces communications expenses.

Talk to Your Trusted Advisor

Before making a purchase, you should always speak to a provider or vendor. They are knowledgeable in what features and capabilities best fit your company’s business goals.  

If you have any questions business phone system questions, please contact us. You can also follow us on LinkedIn.

VoIP and SIP: What’s the Difference?

VoIP and SIPVoIP and SIP are often confused for the same thing, but they are actually different. VoIP defines the kind of phone call (over Internet), and SIP refers to the method used to enable VoIP calls between different devices. Let me explain. 

Defining VoIP

Voice Over Internet Protocol is a rather broad term that discerns Internet calls from landline calls. VoIP operates over the Internet by digitally transmitting the voice signal to another telephone. VoIP usually operates with a mobile or browser-based application via an Internet Telephony Service Provider (ITSP).  

Defining SIP

One of the communications protocols used to transmit VoIP calls is SIP.  Phone calls always have two endpoints, and simply put, SIP defines the messages and governs essential elements of the phone call. SIP can also enable video conferencing, media distribution, and instant messaging.

The Workings of VoIP and SIP

Simply put, SIP is the protocol and VIP is the conduit. But how do they work?

VoIP condenses audio by way a codec into data packets. After that, it compresses them across an IP network, where it de-compresses them into audio at the other end of the connection. Dedicated desktop VoIP phones, softphone applications, and mobile devices (i.e. cell phones) are typical examples of VoIP endpoints.

In the IP protocol, the IP packets move through the Internet via nodes (devices and routers discovered on the way from source to destination).

IP telephony differs from traditional telephony in the sense that in traditional telephony the line or circuit between source and destination is always dedicated and reserved (also known as circuit switching). In other words, traditional telephony tends to be more expensive because of the overhead.

If you have any questions on VoIP and SIP, or other business phone system questions, please contact us. You can also follow us on Twitter.

The Four Most Essential Business Phone System Integrations

Business Phone System IntegrationsHosted phone systems are popular for a plethora of reasons, but one of the best things about them is the business phone system integrations that you can use to link to other software/solutions. If you adopt a VoIP system that permits you to manage numerous business functions through a single, unified system, you can have better customer service and reduced operating costs. I have listed the four most essential business phone system integrations your business phone system should have.

Cloud Backup Features

Cloud business phone systems are great, but some businesses worry about what will happen if their VoIP provider doesn’t take the proper steps to ensure that customer contact information and calls records are kept safe. Having cloud backup features can minimize the risk of losing important data and automatically copy your VoIP information. Regardless of what happens to the provider, your information will remain intact.

CRM Software

Customer Relationship Management, or CRM, software compiles customer data, organizes it, and uses it to manage sales and find new opportunities for growth. When you combine your business phone system and your CRM software into one integrated interface, customer service reps can have relevant data at their fingertips during calls. By keeping records and details about all customer service calls, you can serve your clients more efficiently. This will strengthen your relationship with them and increase the likelihood of them becoming repeat customers.

Accounting/Bookkeeping Software

Reliable accounting software is a must for any business. When you integrate your account software with VoIP, your accountants can monitor transactions from their phone or laptop. This allows them to quickly identify errors or irregularities . Marrying accounting software with VoIP also allows you to send reminder calls to clients who are late in their bills.

Microsoft Outlook & Email Clients

The best thing about integrating Microsoft Outlook and VoIP is that that you can simultaneously make calls and manage emails. Companies that opt to use Outlook usually store the bulk of their contacts there—including phone information. When you integrate them, you don’t have to look up numbers in Outlook before you want to make a call. Instead, your Outlook information is automatically available in your phone network. The other nice feature is that you can receive messages as audio files in Outlook, which means that you can check your phone messages without having to leave your computer.

If you are interested in Business Phone System integrations or have any other business phone system questions, please contact us. You can also follow us on Facebook.

The Pros and Cons of Desk Phones and Softphones

Desk Phones and SoftphonesThe primary types of VoIP business phones are desk phones and softphones. As you’re probably aware, desk phones are the physical phones that sit next to your computer at work. Sometimes they appear akin to and analog phone, but instead of being a landline, they are actually connected to the IP network.

Softphones, while also a type of VoIP business phone, are entirely different. They are apps that are installed on your PC or laptop. They have dialing pads not unlike a cell phone. Softphones can also have applications for your mobile devices.

Determining the best fit for your company can be tricky. Below, is a quick guide to the pros and cons of desk phones and softphones, so that your company doesn’t spend money on a phone that doesn’t work for your business.

Desk Phones

Desk phones have been entirely redeveloped since the creation of VoIP. What you might imagine when you think of a ‘traditional desk phone’ is not relevant to a VoIP desk phone.

Advantages and Disadvantages

This may go without saying, but people are used to desk phones. Even if the VoIP desk phone is entirely different than that of a landline, people are still comfortable with them. The other great thing about desk phones is that they tend to have superior call quality. Unfortunately, desk phones are more costly than softphones. Furthermore, the cost of a desk phone can increase with the more features you add to them.


A softphone isn’t truly tangible; it is a software program on your PC or smartphone. It, via the Internet, allows users to make or receive calls over that Internet connection. Softphones generally offer a very friendly user experience.

Advantages and Disadvantages

Softphones are installed quickly, because tangible equipment isn’t required. They also boast a budget friendly option to businesses. As long as a user has Internet connection, they can get or receive calls from anywhere. However, if your lose your Internet connection, or your equipment computer or smartphone crashes, you will be unable to use it. Also, if you aren’t a fan of headsets, you may not prefer using a smartphone on your computer, as you will need it to respond and listen to calls.

At the end of the day, you will have to decide which pros appeal most to you and which cons are deal breakers. As with all business phone systems, you have to determine what your company needs to fulfill its’ communication requirements.

If you have any business phone system questions, please contact us. You can also follow us on Twitter.

Why you need a totally separate VOIP network (part 2)

acs-logoIn our last installment we discussed how VoIP voice packets tend to get garbled in a congested network. This time, we will delve into how to separate your VoIP network from the rest of your Internet traffic. Here’s how:

Have your office put in a separate wired Ethernet network just for VoIP. This way you won’t have to plug the PC to the computer port on the back of the VoIP phone. This is very cost-effective and is typically simple to do. Once you have a dedicated Ethernet switch for the VoIP LAN connected to a broadband router, you should be able to manage as many simultaneous calls as necessary. If you calculate the maximum number of simultaneous calls and revisit that number from time to time, your voice quality will be as good as it can get with anything under your control.

Of course, the trick is to figure out how much broadband bandwidth is right for a company of your size. Right now, many VoIP salespeople make their bread and butter by telling customers that they can do away with the costly phone lines and share their existing LAN and connection to the Internet. While this is cheaper, the call quality will suffer if (as previously discussed) someone in the office is uploading a large file.

Some ISP’s have figured out that the better solution for perfect VoIP calls is to offer a dedicated VoIP broadband connection. Many of them are already offering their large customers this option, but the writing on the wall is clear: sooner, rather than later, a separate VoIP network will become the norm rather than the exception.



The Benefits of VoIP for a Multi-Site Office

One of the most important aspects of maintaining a viable business is consistency. If your clients are to remain loyal, then your business has to deliver a quality product and service during each and every customer interaction. This presents unique challenges for companies with multiple branches and sites. How are you to appear as one company with one image if you have hundreds of employees spread out at different sites? It can make delegating duties among branches nearly impossible. Hosted VoIP might be the solution for such businesses.13953903_s

Upfront Costs

Hosted VoIP systems do not require a lot of upfront costs for individual sites. With an analog business phone system, each site would need to purchase a separate system and coordinate amongst themselves. With a hosted system, your company would essentially be one site located in the cloud. You simply have to advise what the address is for each individual site and within days your business can have an operational system.


Once the system is programmed, setting up your hosted VoIP business phone system is as simple as plugging the phones into routers and switches. There is no need to deploy IT to each location which saves your business time and makes your initial deployment quicker. In addition, if any problems arise IT will not have to rush to each and every site to troubleshoot.

Ease of Changes

If your business is seasonal or on a high growth trajectory, VoIP is ideal. As your business grows or scales back, you can alter how many seats/phones you want with a pay per month plan. Many providers allow month to month contracts for your multi-site business phone system knowing that you will have to adjust; you can keep the phone handsets for each busy season, but the recurring pricing would change as needed.

Is Your Phone System Ready for Remote Employees?


Imagine for a moment that you are a sales manager at a rapidly expanding company and you’ve been tasked with assembling a remote team of fifty sales reps…

Your company is located out of Washington D.C., but the majority of your reps will mainly work from a home office. Much of their time will be spent on the phone, either calling prospective customers or following up with existing clients. Most of them can use their smartphones on the go.  However, business calls are ideally conducted on a private line to ensure reliable call quality. 

The problem is that it is nearly unfeasible to set up and maintain private business phone systems in each of the reps home offices. With a traditional business phone system lacking VoIP, there are many complex steps to ensure that your remote workers are connected to the company’s internal network:

  • Purchase expensive phones for all of the employees
  • Do circuit work to guarantee that your company’s system can handle the additional call load
  • Perform the necessary regular maintenance on each of the off-site business phones

Cloud-based VoIP technology has solved many of these challenges. A cloud-based VoIP business phone system has made setting up a remote worker as easy as connecting a phone to the Internet and downloading certain software. There are no other setups or maintenance schedules and employees can now enjoy the conveniences of a home office without suffering the inconveniences of being out of the office.

Contact Advanced Communication Systems, LLC at www.advcomsol.com for details!