In this digital world, flexible and virtual communications solutions become more important. Softphone systems are amongst the leading business communications. Although, the term ‘softphone systems’ is replaced by unified communications however most people still use softphone system while referring to online software for audio phone service.
Usually, softphones offer internet-based calling with added features. It is a software-based phone system. In addition, a softphone lets anyone place phone calls through an internet connection without requiring any tangible hardware. It is easily installed on mobile devices and desktops. As a whole, softphones assist in making phone calls without an actual telephone.
Furthermore, the softphone is not a tangible phone but a software application. It is installed on a connected device to make calls through the internet. In most cases, the usage of this app depends on the VoIP service provider selected by the user. Such providers mostly offer a softphone designed to work with the respective business phone system. Softphones render total telephony capabilities, although from the decentralized network situated in virtual settings. As a whole, networks can be deployed to hybrid, private, or public cloud instances dependent on business and security requirements.
How to Set Up a Softphone?
If your business is looking to benefit from a softphone, you will want to explore different service providers before implementing the usage of the softphone. The providers of unified communications as a service (UCaaS) and cloud-based phone providers now also offer softphones. Likewise, Xinix renders all-inclusive desktop solutions that involve video calls, text, fax, softphone, and many other additional features. It is the best way to transform computers into effective telecommunications devices.
Furthermore, it is easy to set up a softphone. So, there is a need to buy a dedicated IP phone system. So, a company only has to install the softphone on a device through network access. Then its software is set up with the company’s details. Although, there may be a need to want other accessories such as a handset. Generally, only a mobile device or computer is needed to install the softphone application.
Benefits of Using Softphones
Softphone technology claims several benefits over legacy phone systems. Its software combines accustomed telephony features and some latest additions. Some of these efficient tools entail call transfers, voicemail, multiple lines, hold, caller details, incoming call notifications, and shared contact directory. In addition, softphones also provide efficiency, privacy, and portability, as described below.
Privacy
Any phone can place calls, so what is the need for another softphone application on the phone? To begin with, it offers various benefits, so it is easy to answer professional calls from the mobile phone. In addition, it helps in maintaining the personal information and contacts separate. Any call made through the app will show the company’s number instead of the personal number. Even if the company is using a bring your device (BYOD), even then it does not mean the company has to sacrifice privacy.
Efficiency
Softphones are considered to be amongst the most efficient mode of communication. The user interface provides various enhancements and shortcuts for users. For instance, it includes visual voicemails, incoming call notifications, voicemail-to-email configuration, and call transfers. As a result, it makes the communication swift and simple to manage.
Portability
By nature, softphones are portable, so they offer the most seamless form of communication. Furthermore, frequent travelers and remote workers can have and manage their professional mobile phones with them regardless of the location. The employees and officers can place and take calls from any corner as if they were at the office desk. In addition, portability also aids and assists the in-house office employees. As a result, employees do not have to stay at their desks to receive any call. On busy days, employees can take calls on any device from any part of the building.
Major Features
With softphones, all present platforms and tools can be linked to the telephony system for integrations with third-party systems, quality management, and great reporting. Most agents who have a softphone, come with inbound and outbound call functionality inserted on a separate app, their web browser, and managed telephony networks. The softphone applications and software claim abundant features, some of them are discussed below.
Conference Calls
It is one of the best benefits offered by softphones because it is easy to connect with teams and colleagues through a conference call on the work phone. In regards to flexibility, softphones have both mobile and desktop applications. It means that the employees can flip a call between the mobile phone and computer in the middle of a conversation.
Presence & Connectivity
Softphones also indicate when the teams are busy, offline, or online in a meeting. It may seem like an insufficient feature; however, it positively impacts the productivity of employees. Users are aware of when to contact colleagues and can do so whenever a quick response is needed. In regards to connectivity, softphone comes with the tools like team messaging and video conferencing. Apart from basic calling, the employees also get to create tasks and have face-to-face conversations all in a single application.
Shared Contacts
Such apps also let the users subscribe to the business contact lists. It also allows the users to share their contacts with coworkers. In addition, it helps the employees to find the details of client contact rapidly. Whether the company is big or small, it saves the time to look up and dial every extension.
Voicemail
Although, voicemail is considered to be a standard telephony tool. However, modern voicemail services possess better features for enhanced functionality. It also enables the voicemail audio files to be pushed straight as push notifications or to user emails. In addition, users can request transcriptions, which makes it easy to fulfill communication needs.
Choosing the right softphone provider is extremely important. However, the necessary aspect is to improve the features that are essential for the organizational culture. So, it is better to look for major tools initially, like call hold, redial, transfer, call forwarding, and voicemail. So, choose a provider who has the basic features as well as additional features.
