Work isn't confined to four walls any more, and neither is communication. This shift means that businesses are now having to choose between traditional phone systems and modern solutions, also known as softphones. While each has their own strengths and nuances, which is the right option for a contemporary workplace?
What’s the difference between physical phones and softphones?
A physical phone is essentially the familiar device that sits on countless desks. It looks and does exactly what it says on the tin. They typically have a dialpad with different functionalities, like hold or transfer, as well as have to be powered through cable. However, they are known for their robustness and reliability, when it comes to consistent call quality.
Conversely, a softphone is a software-based phone which works through an application. It runs on devices you already own like computers, laptops, tablets or smartphones. Using your internet connection for Voice over IP (VoIP) calls, it uses the device's microphone and speakers or a headphone set to facilitate communication. In a way, sophones are the virtual version of physical phones, offering all the same features and much more on top of them.
Flexibility, mobility, scalability
This is where the differences between physical phone and softphone for business become stark. The former have very little flexibility or mobility, given that your employee is anchored to their desk. Not just that, only one person can use the phone at one time, and for voice communication only.
Softphones, on the other hand, offer complete independence from your location – as long as you have internet connection, you can make your calls from anywhere, anytime. They also provide a wide range of features beyond a simple voice call, such as video calls, call recording, smart note-taking, assisted dialling tools, history of calls, and more.
In addition to this, scalability is an important factor to consider for modern workplaces that are fast-growing. To scale a physical phone system, businesses must purchase extra hardware, which has to be installed, perhaps even requiring new wiring in the office. Scaling a softphone solution is easier than ever, as it simply involves adding and paying for an additional user on the software, which can usually be done instantly. What’s more, the ability to scale up and down depending on your demand is significantly easier and more cost-effective with softphones.
Breaking down the costs
Even with all of the extra functionality, softphones are generally most cost-effective than physical phones. There are a few reasons for that:
- The upfront investment of buying the hardware, potential installation fees, ongoing maintenance, and eventual replacement of hardware is something that you don’t have to worry about with softphones.
- Most softphones operate on a subscription-based model, which is based on the types of features and the call destinations you will be needing. This allows businesses to get the best package for them, without overpaying for unnecessary functionality. In some cases, a free softphone may cover their needs.
- Software applications typically allow for unlimited voice and video calls, to hundreds of different destinations. Unlike landline phones, you don’t have to worry about the costs involved in making a large amount of calls oversees.
- The advanced analytics and integration capabilities with other software can help companies make well-informed decisions, hence leading to an optimised cash flow.
Making the right choice as a forward-thinking business
While physical phones have been a reliable solution for many years, their limitations are becoming more and more evident in today’s context. Modern businesses are now prioritising solutions that are not just more productive and powerful, but will grow seamlessly with the company.
