Desk phones have historically been an indispensable workplace fixture, though the advent of teleconferencing tools, social media, and smartphones is now set to change this. With a new generation of digitally native workers and the rapidly developing array of online communication tools, it seems that the days of the desk phone may be numbered.
Below, we explore why the use of business desk phones may now be an outdated practice, and a few alternatives to consider for the future.
Why desk phones are now a relic of the past
Business desk phones are now being surpassed by more mobile, cost-effective digital options. The physical limitations of traditional desk phones have hindered the flexibility demanded by modern workplaces; and with the rise of remote work arrangements, employees need communication tools that easily adapt to their on-the-go lifestyles. These phones also often come with setup and hardware costs along with recurring service charges, making them prohibitively expensive for businesses.
Additionally, workplaces have undergone a significant demographic shift. Millennials and Gen Z currently make up 38% of the global workforce and that number is expected to rise to 58% by 2030. Being digital natives, those in this age group are reportedly more averse to using desk phones, instead preferring the convenience of their smartphones for calls, texting, emailing, and messaging. Investing in desk phone systems may not be as wise as they were in the past.
Making the move to VoIP
Fortunately, Voice over Internet Protocol (VoIP) technologies offer more versatile ways of communicating in the workplace without. These tools enable phone calls, video conferencing, and messaging over the internet, providing an efficient, secure, and cost-effective way of staying connected.
Below are the key reasons to adopt VoIP for your business today:
Cost savings
Switching to VoIP will simply involve the use of your existing internet infrastructure. Software-based mobile clients (also referred to as “softphones”) are VoIP apps that employees can install onto their mobile devices, allowing them to make calls from their office number straight from their personal phone or computer. These systems essentially turn one’s devices — be they smartphones, laptops, or desktop computers — into virtual extensions of the office phone system.
This shift to online communication eliminates the expenses that typically come with a desk phone, such as additional hardware and maintenance. On top of this, workers needn’t worry about consuming their mobile phone minutes and text messages.
Enhanced features and flexibility
Another advantage to VoIP is its versatility. Compared to traditional desk phones, VoIP systems offer a rich set of features that include video conferencing, call recording, and text messaging, on top of basic phone options such as voicemail and call forwarding. Being internet-based, VoIP also enables employees to seamlessly connect with colleagues or clients while at home or on the road.
Additionally, soft clients are often highly intuitive and user-friendly, making the transition to them a fairly easy process. For instance, VoIP apps typically offer convenient access to one’s entire business directory. Employees therefore no longer need to remember specific desk numbers — they can simply forward calls in a few simple clicks. Other features, such as teleconferencing, texting, or basic phone calls, can usually be navigated with the press of a button.
Scalability and integration
Finally, VoIP systems are highly scalable, helping to accommodate the changing needs of your business. Managers can simply add or remove phone lines to their VoIP system as needed. This saves time and money in the long run, and can particularly benefit small startups or growing enterprises.
VoIP also seamlessly integrates with other business communication tools and software, including email systems, customer relationship management software, video conferencing platforms, and more. This interconnectedness streamlines workflows while centralizing communication, making it easier for employees to access and manage information.
Looking to evolve your business communication for the future? Our experts at Founders Technology can help you seamlessly transition from desk phones to more cutting-edge communication solutions. Get in touch today to explore new ways of keeping your workforce agile and connected in an increasingly digital world.